ADMINISTRATIVE ASSISTANT

Job Title

Under general supervision, performs routine to complex clerical and administrative support duties for a City department, management, staff, and/or program; compiles, proofreads, and prepares reports and correspondence; provides assistance for a wide variety of assignments related to administration of budgets, contracts, and department programs; provides customer service to City staff and the general public over the phone, in person, or via email; and performs related duties as assigned.

Receives general supervision from assigned supervisory or management personnel. Exercises no direct supervision over staff.

This is the journey-level classification in the administrative support series. Positions at this level perform the full range of duties as assigned, work independently, and exercise judgment and initiative. Incumbents receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.

This class is distinguished from the Administrative Specialist in that the latter performs more complex administrative work, such as grant administration, budget development, monitoring, and tracking, and/or provides technical and functional direction over lower-level staff.

Job Functions

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so qualified employees can perform the typical functions of the job.

• Provides clerical, administrative, project, and/or program support for assigned management, departmental staff, and/or boards and commissions; serves as a liaison between management and other staff, outside agencies, and the public.
• Performs various accounting and budget support work, including monitoring budget and fund/account balances; processes budget adjustments; processes, reconciles, and verifies payables and receivables by preparing purchase orders, reimbursements, payment vouchers, check requests, special payment demands, and invoices, in accordance with department and/or City policies and procedures; assists department management and staff in preparation of annual budget.
• Composes, types, edits, and proofreads a variety of documents, including forms, memos, administrative, statistical, and financial reports, and correspondence for department management and staff; verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files.
• Provides customer service for assigned department/division/program, including receiving and screening visitors and telephone calls and taking messages, directing callers and visitors to the proper office or person, and/or providing information regarding City programs, activities, and functions; explains federal, state, and local laws, rules, and regulations, and department, division, program, and/or City policies and procedures according to established guidelines.
• Compiles information and data for administrative, statistical, and financial reports; checks data; prepares and assembles reports, manuals, articles, announcements, and other informational materials.
• Receives, processes, and responds to public records requests, complaints, and other requests for information; researches and organizes information; coordinates resolution to problems and issues.
• Develops, implements, organizes, and maintains accurate and detailed databases, electronic and physical files, and records; verifies accuracy of information, researches discrepancies, and records information; ensures compliance with established records retention schedules including archiving, scanning, and destructing files.
• Coordinates, organizes, and implements assigned department programs including explaining program eligibility, requirements, policies, and procedures according to established guidelines, determining program eligibility, and ensuring proper implementation of program terms and conditions.
• Performs other clerical support work as required which may include but is not limited to, scheduling and coordinating meetings, conferences, and trainings; coordinates travel arrangements; updates and maintains websites and social media, copies and collates documents, opens and distributes mail, processes outgoing mail, and monitors and orders office and other related supplies.
• Observes and complies with all City and mandated safety rules, regulations, and protocols.
• Performs other duties as assigned.

Qualifications

Knowledge of:

• City-wide and department-specific policies, processes, and procedures.
• General office business and administrative practices.
• Business correspondence writing and the standard format for reports, correspondence, agendas, minutes, and related documents.
• Principles and practices of research, data collection, and report preparation.
• Records management principles and practices, including legal requirements for recording, retention, storage, and disclosure.
• Basic math, statistics, and accounting principles and procedures.
• Appropriate reception and telephone etiquette.
• City and mandated safety rules, regulations, and protocols.
• Techniques for providing a high level of customer service, by effectively dealing with the public, vendors, contractors, and City staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

Ability to:

• Respond to and effectively prioritize multiple phone calls and other requests for service.
• Interpret, explain, and apply administrative and departmental policies and procedures.
• Perform arithmetic, financial, and statistical computations accurately.
• Handle requests or complaints in a professional manner.
• Gather and compile department-specific information from a variety of sources.
• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• File materials alphabetically, chronologically, and numerically.
• Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
• Establish, organize, maintain, and update a variety of filing, recordkeeping, database, and tracking systems.
• Understand and follow oral and written instructions.
• Prepare clear and concise reports, correspondence, documentation, and other written materials.
• Use tact, initiative, prudence, and judgment within general policy and procedural guidelines.
• Organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.

Education and Experience:

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Education:

• Equivalent to completion of the twelfth (12th) grade.

Experience:

• Two (2) years of increasingly responsible experience providing clerical and administrative support.

Licenses and Certifications:

• None required.

Additional Information

Physical demands must include mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 10 pounds.

Environmental conditions include working in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing divisional policies and procedures.

Working conditions include the expectation to work overtime, weekends, evenings, and holidays as required to accommodate the City's needs, in addition to responding as a Disaster Services Emergency Worker (California Government Code Section 3100-3109).