Administrative Assistant III

Administrative Support Coordinator

This is advanced administrative support and coordination work.

An employee in this class is responsible for the coordination, monitoring, and supervision of the work of other administrative support personnel, and/or for planning, coordinating and performing the administrative support activities of a City-wide project or office.

Works under general supervision with considerable opportunity for exercising independent judgment in carrying out the duties and responsibilities of the job, in setting priorities and procedures for the work and in delegating to others.

Operates a variety of office equipment such as a personal computer with standard and customized business software, printer, photocopier, fax machine, calculator and scanner. Answers inquiries from management, employees, and the general public. Audits, validates, and corrects records kept in the field or sent in by other departments. Prepares division payrolls and initiates and/or approves a variety of forms such as purchasing requisitions, direct pays, invoices, and report of receipts. Establishes and maintains manual and computerized file and database systems. Traces, reviews and reconciles records and support documents and determines corrective measures for adjusting inconsistencies and errors. Plans, supervises and performs the preparation of all correspondence, reports and other documents, the processing of invoices, the processing of mail, the answering of phones and the greeting of visitors. Prepares written reports of explanation when necessary. Processes and prepares summary reports of routine City-wide activity such as payroll, garnishments, travel vouchers, and mileage deductions. Coordinates and participates in the maintenance of division records in accordance with the City and division's public records policies. Researches and compiles background data necessary to assist supervisor and staff. Reconciles checks, statements, utility bills, and computer summary reports. Maintains office supply inventories and coordinates purchasing activities. Makes travel arrangements and prepares or verifies required documentation. Schedules and coordinates meetings, meeting sites and appointments for staff as needed. Supervises lower level office support staff including the completion of performance evaluations, training, and counseling employees. Audits the posting of general and subsidiary ledgers, the cross-indexing, balancing, and reconciliation of a variety of records and computations such as for costs, assessments, and interest. Initiates personnel requisitions for the division or department manager. May coordinate or provide administrative support for a City-wide project or program. May be responsible for the maintenance of content of the department or division web site. Performs related work as required.

Graduation from an accredited high school or GED and a minimum of three years of paid experience in responsible administrative support work.

Considerable knowledge of standard office practices and procedures. Considerable knowledge of business English usage, including spelling, punctuation, and grammar. Considerable knowledge of document format construction. Considerable knowledge of the methods, practices, and terminology of clerical accounting work. Knowledge of the principles and processes for providing excellent customer service.

Skill in the use of standard office equipment for purposes of communicating, duplicating, analyzing, data entry and retrieval, and word processing. Skill in the composing and preparation of business letters, spreadsheets, databases, and other documents using proper spelling, grammar, punctuation, mathematical formulas and format construction. Skill in establishing and maintaining effective working relationships with other persons. Skill in carrying out basic mathematical calculations and in formatting and presenting standard statistical data. Skill in establishing and maintaining manual and computerized file and database systems. Skill in establishing, maintaining, and analyzing complex records and accounts. Skill in preparing statistical and fiscal reports. Skill in accurately carrying out a number of clerical accounting transactions through multiple steps and in tracing such activity through previous steps in order to locate errors, gather specific information, or develop procedural explanations. Skill in accurately typing at a rate set at the time of examination. Ability to plan, coordinate and supervise the administrative support work of other employees and to develop, layout and implement office activity procedures and operations. List of essential job functions available upon request.