Administrative Assistant

Administrative Assistant

Under general supervision, performs secretarial and administrative duties for an assigned department head. Work involves the preparation of correspondence and other documents. Employee is also responsible for performing research and providing information on complaints received; assisting in the coordination of special events; screening and independently handling a variety of routine inquiries by telephone and in person; and maintaining a variety of records and files. Employee must exercise independent judgment, discretion and initiative in completing assignments. Employee must also exercise considerable tact and courtesy in frequent contact with the general public.

Essential Job Functions

• Answers telephone and greets visitors; receives and responds to inquires based on detailed knowledge of departmental operations and individual staff member's assignments and status of work; advises staff of complaints and concerns received, as appropriate.
• Reviews, sorts and distributes mail; screens verbal and written communications to Department Head and managers, which includes routing correspondence to department head and managers with appropriate instructions for response or action.
• May manage schedules for appropriate conference rooms in an assigned department.
• Manages Department Head's calendar and advises of upcoming appointments and deadlines.
• Maintains a comprehensive, current knowledge of City policies and procedures; attends workshops and training sessions as appropriate.
• Performs general research as requested for department head, managers and employees and compiles information as needed.
• Serves as liaison between the Department Head, Managers, Employees, Human Resources, Payroll and other City departments in matters relating to personnel or payroll; provides information/assistance regarding employee benefits, payroll, procedures, and other issues; distributes forms/documentation as requested; responds to routine questions, researches problems/complaints, and initiates problem resolutions.
• Communicates with Department Head, Managers, Employees, Vendors and other departments, the public, outside agencies and other individuals as needed to coordinate work activities, review status of work, exchange information to resolve problems.
• Assists in the preparation of the departmental budget; processes invoices, purchase orders and requisitions; monitors departmental expenses.
• Coordinates business meetings and, occasionally, luncheons, which includes reserving appropriate meeting locations and facilities.
• Assists in the coordination of special projects and programs within the department.
• Performs other related duties as required.

Required Qualifications

Associate's degree in secretarial science, and 3 to 5 years' experience in secretarial/clerical work, preferably in government; or any equivalent combination of training and experience which provides the required knowledge, skills and abilities. Requires a valid driver's license.

Supplemental Information

• Knowledge of City and departmental rules, regulations, policies and procedures, and the ability to interpret them.
• Knowledge of the organization and functions of the City and department.
• Knowledge of modern office practices and procedures including a knowledge of popular computer-driven word processing, spreadsheet, desktop publishing and graphics, and file maintenance programs.
• Ability to compare and/or judge the readily observable, functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) or data, people or things.
• Ability of speaking and/or signaling people to convey or exchange information. Includes giving assignments and/or directions to co-workers or assistants.
• Ability to read a variety of informational documents, maps, computer screens, procedures manuals, and computer print outs. Requires the ability to enter data into computer, complete a variety of forms, etc. Must be able to speak with poise, voice control and confidence, and to articulate information to others.
• Ability to apply principles of logical or scientific thinking to a wide range of intellectual and practical problems; to deal with nonverbal symbolism in its most difficult phases; to deal with a variety of abstract and concrete variables; to comprehend the most abstruse classes of concepts.
• Ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of technical or professional languages including legal and insurance terminology.
• Ability to utilize mathematical formulas; to add and subtract; multiply and divide; utilize decimals and percentages.
• Ability to inspect items for proper length, width and shape.
• Ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress when confronted with persons acting under stress.
• Ability to maintain moderately complex records.
• Ability to draft routine documents.
• Ability to understand oral and written instructions.
• Ability to develop and modify work procedures, methods and processes to improve efficiency.
• Ability to compile data from a variety of sources and prepare clear reports from such information.
• Ability to exercise tact and courtesy in frequent contact with City employees and the general public.
• Ability to establish and maintain effective working relationships as necessitated by work assignments.

Physical Requirements Must be physically able to operate a variety of automated office machines which include a calculator, copier, facsimile machine, etc. Must be able to exert up to 15 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time, but may involve walking or standing for periods of time. Must be able to lift and/or carry weights of 5 to 10 pounds. Requires the ability to coordinate hands and eyes rapidly and accurately in using automated office equipment. Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc. Must have minimal levels of eye/hand/foot coordination. Requires the ability to differentiate between colors and shades of color. Requires the ability to talk and/or hear.