Administrative Assistant

Finance Department Administrative Support

This recruitment is to fill 1 vacancy in the Finance Department. A written examination will take place as part of this recruitment. Under general supervision, performs a variety of routine to moderately difficult and complex administrative, secretarial, customer service, accounting, database support, and office support duties for management and departmental staff; serves as administrative support to a variety of commissions, committees, and boards; composes and prepares correspondence; serves as first point of contact for customer phone calls; provides information to the public and staff; provides assistance for a wide variety of assignments related to administration of budgets, contracts, and department programs; and performs related duties as assigned. This journey level classification is responsible for independently performing a variety of routine to moderately difficult administrative, secretarial, customer service, accounting, database support, and office support duties for management and departmental staff. Positions at this level exercise judgment and initiative in their assigned tasks, 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. Receives general supervision from assigned supervisory or management personnel. Exercises no direct supervision over staff.

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

• Performs a variety of professional and administrative functions involved in the operation of the assigned department; researches, prioritizes, and addresses incoming issues and concerns; provides information and handles issues that may require sensitivity and use of sound, independent judgment.
• Composes, formats, edits, revises, proofreads, and prints a variety of documents including correspondence, memoranda, agreements, contracts, legal documents, personnel action forms, reports, policies, informational materials, ordinances, resolutions, staff rosters, technical charts and tables, and other materials; types from rough notes, drafts, dictation, modified standard formats, and brief oral instructions; develops, revises, and maintains standardized and master documents; assists in designing and producing technical information handouts.
• Serves as first point of contact for customer phone calls; answers, screens, and refers visitors and telephone calls to appropriate staff, departments, or agencies; assists customers at a public counter; navigates the permitting system to assist citizens, contractors/developers, and City staff; responds to requests and complaints from customers and the public; refers complaints to appropriate staff and/or takes or recommends action to resolve the complaint; receives and records receipts of various City permit and license fees.
• Serves as administrative support for a variety of commission, committee, board, and related meetings; prepares, distributes, and posts agendas; takes and transcribes detailed meeting minutes and transcripts for assigned meetings; schedules commission meetings; prepares, formats, edits, revises, and proofreads staff reports; uploads exhibits, staff reports, and resolutions; provides administrative assistance to Commissioners; creates and mails notices of public hearing to residents; attends commission and committee meetings; maintains effective working relationships with elected City Council members and other appointed boards and commissions.
• Organizes and coordinates meetings, seminars, conferences, and training sessions for department staff; creates staff schedules and calendars; initiates travel arrangements and itineraries for staff; schedules appointments and inspections; receives, opens, time stamps, sorts, and routes incoming mail and prepares outgoing mail; processes staff membership and subscriptions renewals.
• Assists with the preparation of the department/division annual budget; provides cost estimates and recommendations for budgetary allocations during the fiscal year; updates and maintains progress payment spreadsheets for various projects; balances budget accounts.
• Assists Human Resources with recruitments and/or assessment centers; checks in candidates; verifies test scores and uploads documents and essays; schedules rooms and meals for interviewers.
• Assists Information Systems with software licensing, including order licenses and adding and removing users.
• Prepares and processes various invoices and reimbursements for payment; processes payment and reconciles City credit card payments; researches and compiles statistical records and financial data.
• Creates, organizes, and maintains department records; directs and/or participates in implementing the department's record retention program in accordance with the City's records destruction policy; organizes and maintains databases and determines how information can be extracted for various department reports; organizes and maintains contracts, bid documents, proposals, and related information.
• Routes and responds to public record requests; queries databases to pull related records; compiles and reviews electronic and hard copy records; seeks authorization from management to release records; ensures records are accurate; submits authorized records to the City Clerk; ensures only those records requested are included; when serving as primary point of contact, determines which records to release and the type of correspondence required to communicate with records requestor.
• Advertises requests for proposals as well as bids for capital improvement projects; prepares and maintains bid results and updates specifications; reviews and verifies bid bonds, contractor and sub-contractor licenses, and Department of Industrial Relations (DIR) numbers; maintains copies of contracts, bid documents, proposals, and related information.
• Applies a variety of database, spreadsheet, word processing, and graphics software programs and functions for departmental and division reports.
• Updates online forms, templates, phone lists, rosters, class registration information, general information and department memos on the City's website and/or department intranet site; assists with quarterly newsletters.
• Plans, organizes, coordinates, and evaluates the effectiveness of work processes, systems, and procedures to achieve efficiency and effectiveness in work standards; implements and utilizes various methods to analyze, manipulate, store, and retrieve a variety of department related data.
• Serves as point of contact for technical assistance with online permit service and setting up new contractors in the online system.
• Orders a variety of office supplies, including custom products, business cards, and safety supplies.
• Observes and complies with City and mandated safety rules, regulations, and protocols.
• Performs other duties as assigned.

Qualifications

Knowledge of:

• Organization and function of public agencies, including the role of an elected City Council and appointed boards and commissions;
• Administrative principles and practices, including goal setting, time management, prioritization of tasks, and project management;
• City ordinances, rules, programs, processes, and labor agreements applicable to departmental operations;
• Rules and procedures governing the notice and conduct of public meetings;
• Research techniques, methods, and procedures, including the use of department databases;
• City-wide as well as departmental and divisional administrative procedures, practices, and principles.
• Business arithmetic;
• Principles and practices of data collection, database input, maintenance, and querying, and report preparation;
• Business letter writing and the standard format for reports and correspondence;
• Principles and practices of sound business communication;
• Writing and editing skills, including proofreading, grammar checking, and formatting of memoranda, templates, policies, and procedures;
• Recordkeeping, filing, purchasing, accounting, and budgeting practices and procedures;
• Record retention and destruction policies and procedures;
• Cash handling techniques;
• 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:

• Perform responsible, complex, and difficult administrative support work with accuracy and speed;
• Maintain confidentiality and ensure discreet handling in all aspects of personnel or sensitive situations;
• Provide varied and responsible office administrative work requiring the use of tact and discretion;
• Interpret, apply, and explain administrative and departmental policies and procedures;
• Prepare clear, accurate, and concise records and reports;
• Enter and retrieve data from a computer system and prepare written materials with enough speed and accuracy to perform the work;
• Respond to and effectively prioritize multiple phone calls and other requests for service;
• Make accurate arithmetic calculations;
• Compose correspondence and reports independently or from brief instructions;
• Prepare meeting agendas and transcribe minutes and other recordings from committee or commission meetings;
• Understand and follow written and oral instructions;
• File and maintain automated and hardcopy records, logs, and inventories with accuracy;