Administrative Assistant

Position: ADMINISTRATIVE ASSISTANT
JOB DESCRIPTION Class

Title:

Administrative Assistant

Grade Number: 7N (Non-Exempt)

Department:
Public Works / Office of Compliance

Union:
Non-Bargaining

GENERAL PURPOSE

The Administrative Assistant provides specialized administrative and operational support to the Office of Compliance. This position is responsible for coordinating administrative functions, managing and analyzing budget-related activities, and supporting departmental programs and initiatives.

Work involves independent judgment, analysis, and decision-making within established policies. The position ensures efficient office operations, supports financial oversight, and contributes to process improvements across the department.

SUPERVISION RECEIVED

Works under the supervision of the Compliance Auditors.

SUPERVISION EXERCISED

May provide direction, assign tasks, and review work of clerical, temporary, or support staff as assigned.

ESSENTIAL DUTIES AND RESPONSIBILITIES

" Coordinate and oversee administrative operations for the Office of Compliance to ensure efficiency and alignment with departmental goals.

" Develop, monitor, and analyze departmental budget activity; identify trends, discrepancies, and areas for improvement.

" Review financial transactions, including invoices, requisitions, and purchase orders, for accuracy and compliance prior to processing.

" Serve as a primary point of contact with the Finance Department regarding budget activity, funding allocations, and financial reporting.

" Analyze financial and operational data and prepare detailed reports to support planning and decision-making.

" Evaluate existing office procedures and recommend improvements to workflows, systems, and recordkeeping practices.

" Assist in the development and implementation of departmental programs, policies, and operational initiatives.

" Coordinate procurement-related activities, including assisting with bid specifications, RFP development, and contract administration.

" Maintain oversight of records management systems to ensure compliance with retention requirements and operational efficiency.

" Provide guidance and direction to clerical or support staff, including assigning work and reviewing output for accuracy if needed.

" Prepare formal reports, correspondence, and presentations for internal and external stakeholders.

" Exercise independent judgment in resolving administrative and operational issues within assigned authority.

" Serve as a point of contact for internal departments and external partners regarding administrative and operational matters.

" Provide professional and courteous customer service in person and by telephone; respond to inquiries from staff and the public.

" Perform related duties, special projects, and additional assignments as required.

DESIRED MINIMUM QUALIFICATIONS

Education and Experience:

" Bachelor's Degree from an accredited four (4) year college in business administration, public administration, or a related field; or

" Equivalent combination of education and progressively responsible administrative experience.

NECESSARY KNOWLEDGE, SKILLS, AND ABILITIES

" Strong knowledge of administrative operations, budgeting practices, and financial tracking processes

" Ability to analyze data, identify trends, and support decision-making through detailed reporting

" Ability to interpret and apply policies, procedures, and regulations

" Ability to evaluate processes and recommend improvements to enhance efficiency

" Strong organizational, planning, and problem-solving skills

" Ability to exercise sound judgment and make decisions within established guidelines

" Ability to prepare clear, accurate, and professional correspondence and reports

" Ability to coordinate multiple tasks and prioritize effectively in a fast-paced environment

" Ability to provide direction and guidance to support staff, when assigned

" Ability to maintain confidentiality of sensitive information

" Strong verbal and written communication skills, with the ability to interact effectively with employees, management, and the public

" Proficiency in Microsoft Office applications and the ability to learn City systems, including financial and records management systems

TOOLS AND EQUIPMENT…