Administrative Assistant

Administrative Assistant

Under direction, performs a variety of secretarial, clerical, and administrative duties for one or more management level positions; serves as recording secretary to a board, commission, committee, or similar entity; performs other related duties as required. Positions in this class are characterized by the primary responsibility and continuing performance of secretarial, and complex clerical tasks of an administrative nature and non-routine related duties for a Department Head, Department Manager, or an Assistant Police Chief.

The Administrative Assistant is an advanced level classification in the clerical series in which incumbents perform all of the duties of a Secretary in addition to serving in a supervisory capacity and/or taking and transcribing minutes at commission meetings. This classification is distinguished from the next higher classification of Executive Assistant to the City Manager or Executive Assistant to the Chief of Police in that the latter provides complex clerical and office administrative support of a sensitive and confidential nature for the City Manager or Police Chief. If the incumbent is assigned to the Police Department, the duties will include organizing and coordinating workloads, maintaining calendars, scheduling appointments and preparing documents.

Essential functions include preparing or assisting in writing a wide variety of correspondence, reports, memoranda, case records, documents, orders, payrolls, and statistical data; assembling information from various sources and arranging into proper format; proofreading written materials to identify errors in punctuation, spelling, and grammar; serving as a board, commission, or committee secretary; scheduling appointments and relieving supervisor of administrative detail; providing general information to office and telephone callers; investigating, preparing, and responding to customer inquiries and complaints; monitoring budget expenditures and budget expense records; handling routine administrative tasks; coordinating and administering the department's portion of the website; arranging travel for meetings, conferences, and seminars; and establishing positive working relationships with representatives of community organizations, state/local agencies, City management and staff, and the public.

Other duties may include assisting in monitoring expenses and/or revenues relative to the budget; providing supervision, direction, and training to subordinate clerical staff; performing Notary Public services; and performing other related duties as required.

Supervision received is from assigned department head/manager or Assistant Police Chief. Exercise direct and indirect supervision over assigned clerical staff.

Minimum qualifications include education equivalent to the completion of the twelfth grade and 18 semester or 27 quarter degree qualified units from an accredited college or university in secretarial sciences, office practices, business education, or a related field or 360 hours of training from a recognized occupational training program in secretarial sciences, business education, or a related field. Experience of three years of responsible, broad, varied, and complex secretarial experience, one year of which must have been in a secretarial capacity performing research, taking minutes and preparing reports to the City Council, commission, or committee. Possession of a valid Class C California driver's license.