Administrative Associate

Job Title

Clerical Assistant

Job Description

The purpose of this classification is to perform diverse clerical duties in an administrative or operations division of a large department including data-entry, customer relations, routine bookkeeping, program coordination, and administrative services work. Duties require a working knowledge of department operations and policies and procedures. Job duties vary by incumbent and department assignment.

The following duties and functions, as outlined herein, are intended to be representative of the type of tasks performed within this classification. They are not listed in any order of importance. The omission of specific statements of the duties or functions does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

• Answers telephone lines and greets the general public; directs incoming calls to appropriate staff and takes messages; provides assistance to persons with inquiries, problems, or complaints which requires a working knowledge of departmental policies and procedures.
• Coordinates scheduling of services and programs; processes registrations and furnishes information regarding services, program or event; receives and processes applications and fees; prepares daily deposits; maintains related records.
• Contacts customers, local businesses, contractors, vendors, banks, service providers, city residents, and the general public regarding department services and operations; processes public information requests, researches current and historical records.
• Drafts correspondence, memos, standard reports and other documents for department staff. Receives, and reviews various administrative forms and documents such as time sheets, expense forms, personnel authorizations, purchase requisitions, training and certification records, and others to ensure completeness and accuracy.
• Prepares, processes, and maintains various records and forms including purchase requisitions and purchase orders, invoices, department attendance and payroll records, travel forms, training records, vehicle and property records, work orders and service requests. Maintains petty cash funds for department administration.
• Coordinates office schedule and maintains central events calendars for the department; maintains office log books; circulates and maintains office newspapers, journals, newsletters, and other resource materials.
• Receives and processes applications for business and occupational licenses, alarm decals, building permits, and others; receives payments and posts cash receipts; reconciles and balances accounts; issues or mails licenses or permits.
• Prepares and mails billing statements for departmental services and charges; receives and processes customer payments in person and by mail; tallies daily cash receipts; reconciles and balances account; handles delinquent account billings and notices.
• Posts journal entries to general ledger accounts; balances and reconciles trial balances; maintains financial records and forms; coordinates accounting activity with Finance Department. Compiles and gathers data for monthly and year-end reports. Performs data-entry work in establishing and maintaining budget records, balance sheets, cross-connection reports, and other financial documents using computer spreadsheet applications.
• Establishes and maintains customer account records, police records, court records, and others using computer database management applications; adds, deletes and changes account information; makes corrections and adjustments; prints and sorts account records; processes violation and hearing notices.
• Types various documents including correspondence, memos, bid specifications, certificates, deeds, work orders, applications, tables, lists, budgets, notices, affidavits, certifications, public records; researches, copies, collates, and sorts documents; faxes and mails documents. Orders supplies and materials for department operations; receives and checks incoming shipments for accuracy; processes invoices for payment; maintains automated inventory records.
• Uses a two-way radio to perform dispatch and radio communication duties.
• Provides back-up assistance to receptionists, other clerical staff, customer relations and other staff as needed. Performs other related duties as required.

Minimum Qualifications

High school diploma or valid equivalent AND two (2) years experience and/or training involving related clerical, data-entry, or customer service work.

Supplemental Information

Effectively communicates with supervisor, employees, other departments, contractors, engineers, companies, vendors, outside agencies, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems. Accurately and expeditiously receives and delivers messages and information to the appropriate individuals. Ability to prepare accurate and thorough written records and reports. Ability to understand and follow oral and written instructions and to complete assigned tasks with minimal supervisory direction. Ability to understand and quickly and accurately follow brief oral and written instructions on moderately complex matters.

• Knowledge of administrative policies & procedures.
• Demonstrative ability to provide high quality customer service.
• Demonstrative ability to evaluate issues and recommend reasonable solutions.
• Ability to accurately, effectively, and respectfully communicate digitally, orally, and in writing.
• Ability to accurately perform general and specific clerical and administrative functions.
• Ability to multitask and manage a varied workload.
• Ability to operate computers, office equipment.
• Ability to utilize Microsoft Office and other software appropriate to department functions.
• Demonstrated ability to establish and maintain effective and harmonious working relationship with all persons interacted with during the performance of duties.