ADMINISTRATIVE ASSISTANT II - YOUTH SERVICES

ADMINISTRATIVE ASSISTANT II - 1060

GRADE - 105

PAY RANGE - $21.65 - $30.87/hr - plus a comprehensive benefits package

GENERAL STATEMENT OF DUTIES:

Performs a variety of general office clerical and administrative support duties for a Division Head within a municipal Department; performs directly related work as required.

DISTINGUISHING FEATURES OF THE CLASS:

The principal function of an employee in this class is to provide clerical support to a Division Head in addition to customer service to the public. The work is performed under the supervision and direction of an assigned supervisor but considerable leeway is granted for the exercise of independent judgement and initiative. This class is distinguished from the class of Administrative Assistant I by the performance of confidential secretarial duties for a Division Head. The nature of the work performed requires that an employee in this class establish and maintain effective working relationships with other City employees, business and community organizations, and the public. The principal duties of this class are performed in a general office environment.

Human Resources: Work associated with Benefits, Recruitment and/or Leave Functions.

EXAMPLES OF ESSENTIAL WORK:

• Performs confidential secretarial duties for a Division Head, including assuming direction or oversight over other Division personnel in distributing directives and monitoring programmatic activities;
• Prepares correspondences, reports, lists, and other documents as instructed and requested by designated office personnel;
• Interprets and applies Departmental or office rules, policies, and regulations in accordance with prescribed procedures and guidelines;
• Transcribes or prepares letters, minutes, reports, statements, grant applications, specifications, contracts, memoranda, notices, resolutions, budgets, financial and statistical tables, requisitions, and other related materials, including confidential correspondences and reports;
• Utilizes more complex computer programs to complete work;
• Conducts audits of processes and spreadsheets;
• Prepares special reports as requested;
• Copies, packages, and distributes a variety of written materials as requested by other designated office personnel;
• Answers Department telephone calls, receives and greets visitors to the Department, and provides information to or refers callers and visitors to other appropriate Departments or City personnel;
• Gathers, assembles, updates, distributes, and/or files a variety of information, forms, records, and data as requested using traditional filing systems or databases as necessary;
• Processes accounts payable, accounts receivable, and/or payroll as necessary;
• Screens visitors, telephone calls, faxes, mail, and messages directed to office personnel;
• Listens to and directs comments and complaints from the public relating to Department operations and takes appropriate action to resolve and/or refer such complaints;
• Requisitions supplies and materials for the department as requested;
• Opens and distributes mail throughout the Department;
• Oversees petty cash accounts;
• Provides guidance and demonstrations to new employees in similar positions;
• Keeps supervisors informed of work progress, issues, and potential solutions;
• Attends meetings and training to stay current on relevant practices and developments;
• Responds to citizen inquiries courteously and promptly;
• Coordinates regularly with others to enhance interdepartmental efficiency; and
• Performs additional duties as required by the classification.

REQUIRED KNOWLEDGE SKILLS AND ABILITIES:

• Thorough knowledge of modern office procedures, practices, and equipment;
• Thorough knowledge of modern office filing systems and procedures;
• Thorough knowledge of modern standard bookkeeping principles, practices, and procedures;
• Ability to deal with a wide range of persons, including situations in which individuals may be upset over some issue involving City activities or policies;
• Ability in writing to prepare correspondences according to standard business practices;
• Ability to accurately type correspondences, reports, and memoranda;
• Ability to complete financial processing procedures;
• Ability to learn City policies and Departmental rules, procedures, practices, and objectives;
• Ability to communicate effectively with others, both orally and in writing, using both technical and non-technical language;
• Ability to understand and follow oral and/or written policies, procedures, and instructions;
• Ability to prepare and present accurate and reliable reports containing findings and recommendations;
• Ability to operate a personal computer using standard or customized software applications appropriate to assigned tasks;
• Ability to use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions;
• Ability to perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines;
• Ability and willingness to quickly learn and put to use new skills and knowledge brought about by rapidly changing information and/or technology;
• Integrity, ingenuity, and inventiveness in the performance of assigned tasks.

ACCEPTABLE EXPERIENCE AND TRAINING:

• Graduation from High School or possession of a GED, preferably supplemented by additional training in office management; and
• Three to five years of experience in general office operations; or
• Any equivalent combination of experience and training which provides the knowledge, skills, and abilities necessary to perform the work.

REQUIRED SPECIAL QUALIFICATIONS:

• None.

ESSENTIAL PHYSICAL ABILITIES:

• Sufficient clarity of speech and hearing or other communication capabilities, with or without reasonable accommodation, which permits the employee to communicate effectively;
• Sufficient vision or other powers of observation, with or without reasonable accommodation, which permits the employee to review a wide variety of materials in electronic or hard copy formats;
• Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate a personal computer, telephone, and related equipment;
• Sufficient strength and endurance, with or without reasonable accommodation to lift, carry and move objects, through a full range of motion, up to 10 pounds occasionally, 5 pounds frequently and 2 pounds consistently;
• Sufficient personal mobility and physical reflexes, with or without reasonable accommodation, which permits the employee to function within the general office environment.