Administrative Assistant - PRCS

Job Summary

Under the direction of a director, this job class performs a wide variety of responsible and complex administrative and secretarial duties. Incumbents plan and perform complex administrative office coordination to ensure smooth, timely and efficient office operations for the department; relieve the director of technical clerical and administrative details having department wide impact; research, collect, analyze and compile data and information for inclusion in reports; maintain financial records, files and budgets related to departmental operations, programs and expenditures; and maintain confidentiality of labor/management issues or personnel actions. Work requires an advanced ability to use advanced office software and an extensive knowledge of the department's services, and regulations, policies, procedures, and activities and to apply them using initiative and independent judgment. Work is performed under broad guidelines, with considerable latitude for implementing action in planning and organizing the work, determining work methods and developing procedures and priorities to comply with policies or legal requirements. Assignments entail either many separate phases or a variety of different administrative transactions, and problem solving which involves some analysis or qualitative review of individual cases, materials or circumstances to determine the appropriate action, decision or solution. May direct the work activities of clerical employees. This class is distinguished from the Office Assistant by providing administrative support directly to a department director and by the level of responsibility assumed. This is an AFSCME represented position. Interviews are tentatively scheduled for the week of July 30th.

Essential Duties

Independently plan and perform complex administrative office coordination; relieve the director of technical clerical and administrative duties having department wide impact; assist other professional staff in the department as assigned; compose, prepare and type a variety of correspondence, memos, reports and other materials. Organize and coordinate office functions, activities and communications with departmental and City staff as well as citizens, community businesses and outside organizations; ensure efficient workflow and office operations. Open, categorize, prioritize and distribute mail to appropriate personnel; answer telephones and greet visitors; provide information or refer to proper department or individual; maintain schedules and calendars for department director and other managerial staff as assigned. Provide staff support and administrative assistance to boards and committees as assigned; attend and record meetings and type meeting minutes; prepare reports, agendas, correspondence and other materials as appropriate and according to decisions and approved actions. Interact with visitors in person and on the phone; provide information, receive and process requests and complaints and route individuals to proper department or individuals as appropriate; provide procedural and City code information to various citizens and businesses. Operate computers utilizing a variety of software programs, including database, spreadsheet, and word processing applications, to produce written documents with clearly organized thoughts using proper sentence construction, punctuation, and grammar. Operate business and office machines including personal computer, copiers, fax machines, and calculators. May operate transcription equipment. Assist with the development and distribution of public hearing notices and agendas; assemble and maintain a variety of records and technical information for boards and commissions. Participate on a variety of City committees, study groups and task forces; attend a variety of meetings including staff meetings as assigned. Report for scheduled work with regular, reliable and punctual attendance. Perform related duties as assigned.

Education, Experience, and Other Requirements

Any combination of education and experience equivalent to: college level course work in business administration, office management, secretarial training or related field and four (4) years of increasingly responsible secretarial or administrative office support experience. Related public sector experience desired. Some positions in this class may require a valid Washington driver's license.

Knowledge, Skills, and Abilities

Knowledge of: Organization, functions and activities of City departments and positions. Financial and statistical record keeping techniques. Principles of training and providing work direction. Processing requirements and procedures for public documents. Basic budget preparation and control techniques. Modern office practices, procedures and equipment including a personal computer. Computer software used by the City. Correct English usage, grammar, spelling, punctuation and vocabulary. Applicable laws, codes, regulations, policies and procedures. City and department organization, operations, policies and objectives. Preparation and presentation of financial, statistical and narrative reports. Office management techniques. Interpersonal skills using tact, patience and courtesy. Telephone techniques and etiquette. Ability to: Plan and perform complex administrative office coordination duties. Perform secretarial and administrative assistance duties in support of the Director. Maintain confidentiality of labor/management issues or personnel actions. Plan and organize work. Operate a computer and other office equipment to enter data, maintain records and generate reports. Principles of training and providing work direction. Evaluate and recommend improvements in operations, systems, procedures, policies and methods. Research and analyze data and information and develop, evaluate and present alternative recommendations. Present ideas and concepts clearly and concisely. Communicate effectively both orally and in writing. Read, interpret, apply and explain codes, rules, regulations, policies and procedures. Work confidentially with discretion. Establish and maintain cooperative and effective working relationships with peers and superiors across organizational lines. Work on multiple, concurrent tasks, with frequent interruptions. Meet schedules and timelines. Maintain financial accounting records. Prepare, monitor and control assigned budgets. Physical ability to perform the essential job functions. Type, transcribe materials and operate office equipment. Type with accuracy at 50 words net per minute from clear copy. Environment: Office environment. Physical abilities: Dexterity of hands and fingers to operate office equipment. Sitting and operating a computer keyboard for extended periods of time. Hearing and speaking to exchange information. Bending and reaching to retrieve and maintain files. Lifting and carrying boxes and other objects weighing up to 15 pounds.