Administrative Professional --- IMMEDIATE NEED!!!

Administrative Assistant This recruitment may close before the deadline listed above or upon receipt of the first 100 application, which ever comes first. This recruitment will be used to fill immediate vacancies in the Parks, Recreation, and Community Services department. Under general supervision, performs a variety of specialized clerical and administrative duties in support of an assigned City department; composes, types, formats, and proofreads a variety of documents and correspondence; oversees and handles all office procedures and other tasks as assigned by management; Receives general supervision from assigned management or supervisory personnel. Exercises no direct supervision of staff.

This is the fully qualified journey-level classification in the Administrative Assistant series performing the full range of administrative tasks within an assigned department, working independently and exercising judgment and initiative. Positions at this level 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 Senior Administrative Assistant in that the latter in an advanced journey level class performing more specialized and complex work, reporting directly to a department head.

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

Performs a variety of specialized clerical and administrative duties in support of an assigned City department.

Answers incoming telephone calls; provides first line support to customer requests; addresses resident issues and concerns; greets visitors and residents at City facilities.

Composes, types, formats, and proofreads a variety of documents and correspondence including presentations, letters, emails, memoranda, budget reports, spreadsheets, and related business documentation; checks drafts for punctuation, spelling, and grammar, and suggests corrections.

Serves as liaison for public information, communications, and marketing efforts; coordinates public information and marketing documents with management; edits related flyers, posters, and advertisements as directed.

Schedules and coordinates meetings, training sessions, reservations, and travel arrangements for staff; Opens, sorts, and distributes incoming mail, packages, faxes, email communications, correspondence, reports, requests, and complaints to appropriate staff.

stocks and orders supplies and refreshments as needed.

Organizes, archives, copies, maintains, and retrieves records, documents, reports, and files.

Maintains accounting, financial, and statistical records of expenses; maintains financial receipts, files, transactions, payment records, and copies; tracks and reconciles petty cash and expenses; obtains approvals from management and submits to finance; prepares bank deposits for pick up and transportation.

Monitors and provides support to cashier staff, processes payments for customers, and processes payments through financial software.

obtains signatures from management; Reconciles payroll for employees and obtains management approval; Assists in unlocking customer portals, resetting passwords, registering customers for classes, and answering related questions.

Maintains calendars for management staff; Researches, purchases, and maintains inventory of office equipment and supplies; arranges for the repair and maintenance of office equipment.

City-wide policies, processes, and procedures.

Payroll and finance software used by the City.

Grant and budget monitoring and tracking techniques.

Principles and practices of data collection and report preparation.

Business letter writing and the standard format for reports and correspondence.

Computer applications related to the work, including word processing, database, and spreadsheet applications.

Cash handling techniques.

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.

Perform responsible administrative support work with accuracy, speed, and general supervision.

Provide varied and responsible office administrative work requiring the use of tact and discretion.

Interpret, apply, and explain administrative and departmental policies and procedures.

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.

Handle disputes and complaints in a calm and tactful manner.

Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner, organize own work, set priorities, and meet critical time deadlines.

Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.

Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. Two (2) years of experience in general office responsibilities and procedures.

Must possess 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. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.

ENVIRONMENTAL CONDITIONS

Employees work 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 departmental policies and procedures.

E-Verify is an Internet based system operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA) that allows participating employers to electronically verify the employment eligibility of newly hired employees in the United States.