Administrative Assistant

Job TitleClerical and Administrative Support StaffJob DescriptionThis is an Internal Job Posting. ONLY CURRENT CITY OF HAMILTON EMPLOYEES WHO ARE AFSCME 3169 MEMBERS ARE ELIGIBLE TO APPLY. ALL OTHER APPLICANTS WILL BE REJECTED. The principal function of an employee in this class is to perform clerical and related administrative support work under limited supervision. The work will involve the performance of general office duties, including receiving and screening office visitors, answering and routing telephone calls, opening and distributing mail, entering data into a computer, maintaining files, word processing and related tasks. The employee will also perform duties involving the compilation of report data, dispatching, preparing purchase orders and using the computerized purchase order system, using the computerized accounts payable system, making routine billings, balancing the cash register, developing spreadsheets and routine databases, monitoring expenditures, preparing original correspondence, compiling complex reports and/or financial data, performing some data analysis, supporting boards or commissions, preparing non-routine billings, directing (but not supervising) most duties of other departmental clerical staff, providing training to other staff on departmental or divisional functions as directed, and preparing the payroll for a division or department with multiple union contracts. The work is performed under the general direction and supervision of a department head, office manager or other supervisor but substantial leeway is granted for the exercise of independent judgment and initiative. The nature of the work performed requires that an employee in this class establish and maintain close cooperative working relationships with supervisory personnel, other department employees, other City employees and the general public.Essential Job FunctionsServes as "lead" clerical staff person; Performs high level office management functions for a division and/or department Greets, screens and directs visitors, telephone calls, faxes, mail and messages for office personnel; Receives requests from the public for community, City and/or department-related information and provides such information or directs requests to other departmental staff, other City personnel and/or other community organizations; Listens to and answers or directs complaints from the public relating to department or City operations to appropriate departmental or City personnel; Dispatches departmental or other personnel in response to citizen calls or requests from other departmental or City personnel; Interprets and applies departmental or office rules, policies and regulations in accordance with prescribed procedures and guidelines; Manages processes and maintains files and records of correspondence, reports, department documents, charts, minutes and other materials as instructed. Makes complete and up-to-date files and records available to other office personnel quickly and/or routes related records in accordance with prescribed procedures or as requested; Collects payments and fees and provides receipts as necessary; Balances cash register; Prepares accurate correspondence, memoranda, reports, department documents and agendas requested by the department head or other designated office personnel; Prepares original correspondence as necessary; Prepares agendas and provides other clerical support to departmental boards and/or commissions; Analyzes and compiles statistical and/or financial data into reports as directed; Copies, packages and distributes a variety of written materials as requested by the department head or other designated office personnel; Enters data into computer relating to department records and documents; Develops spreadsheets and routine databases as necessary; Monitors divisional and/or departmental expenditures; Prepares purchase orders and uses the computerized purchase order system as necessary; Prepares routine and non-routine billings as directed; Uses the City's computerized accounts payable systems as necessary; Prepares divisional payroll for divisions with multiple union contracts and/or object codes; Provides some training to other staff on departmental or divisional functions as necessary; Performs related work as required.Skills/Knowledge/AbilitiesComprehensive knowledge of modern office procedures, practices and equipment; Comprehensive knowledge of modern office filing systems and procedures; Ability to communicate well with others, both orally and in writing; Ability to understand and follow oral and/or written policies, procedures and instructions; Ability to establish and maintain effective working relationships with other employees, supervisory personnel and the general public; Ability to operate a personal computer at a reasonable rate of speed using standard word processing, spreadsheet and database applications appropriate to assigned duties; Ability to use the City's computerized payroll, purchasing, accounts payable, and other mainframe systems to a degree appropriate to assigned duties; Ability to maintain clerical records and to prepare reports from such records; Ability to understand and make work decisions in accordance with office rules, regulations, policies and procedures; Ability to perform a wide variety of clerical and secretarial tasks with accuracy and speed under the pressure of time-sensitive deadlines; Ability to organize and perform work responsibilities under limited supervision; Ability to direct the work of others in a professional and organized fashion; Ability to represent the City in a professional manner in support of boards and commissions; Ability to learn and put to use new skills and knowledge brought about by rapidly changing information and/or technology.Training/Education/QualificationsHigh School Diploma or equivalent (GED); and Three to five years' experience in the performance of secretarial duties, including visitor reception tasks, data entry, spreadsheet creation, preparation of correspondence, use of the City's mainframe and/or a similar mainframe system; preparation of a divisional payroll; and the maintenance of detailed records and files; or Any equivalent combination of experience and training that provides the knowledge, skills and abilities necessary to perform the work.