Administrative Assistant III; N09

Overview

The Administrative Assistant facilitates the efficient operation of the Planning and Zoning Office by performing a wide variety of responsible clerical, secretarial and administrative tasks for the Director of Planning and Zoning, and acting as a first point of contact for visitors and constituents. The person in this role works closely with senior management staff to ensure the efficient coordination of all administrative and procedural functions for the Office, including financial reporting, executive scheduling, and constituent services.

This is a critical front‑facing role that liaises with the executive team, city personnel in all departments, and the public, and frequently deals with high‑priority or sensitive matters. (

Note:

The duties and responsibilities enumerated in this job description are for the purpose of determining a common set of minimum qualifications and salary level for all positions in this class. They are not intended to include all the job duties of all positions in the job classification. To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily, with or without a reasonable accommodation.

Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described.)

• Receives and screens all visitors and telephone calls to the office; assists with constituent enquiries and refers calls to the appropriate staff member or departmental officer; receives and processes routine correspondence and maintains records for accounting and reporting purposes.
• Works closely with the Director of Planning and Zoning to maintain a daily schedule of appointments, conferences and meetings, taking initiative to adjust the schedule to accommodate high‑priority requirements and provide alternate solutions.
• Maintains and processes payroll, requisitions, purchase orders, invoicing, reimbursements and monthly financial reconciliations for the Office of Planning and Zoning.
• Maintains budget records and works with staff to plan, track and report on program budgets and spending; assists the staff with preparation of the annual Planning and Zoning budget.
• Performs a wide variety of clerical duties, including receiving and responding to emails and letters, tracking documents and contracts, recording and distributing minutes or other records for meetings, keeping appropriate records and maintaining files, and other duties as directed or as necessary.
• Maintains office supplies and coordinates maintenance of office equipment.
• Responds to and resolves administrative inquiries and questions.
• Performs other related duties as assigned.

Knowledge of the principles of business administration, clerical procedures and systems, record keeping and data tracking, accounting and financial reporting in a public‑sector setting; knowledge of applicable City of Annapolis policies and regulations, departmental services and functions and the principles of public administration as they relate to core position functions; ability to handle multiple tasks, prioritize, and maintain organization and attention to detail in a highly demanding and sensitive environment, with frequent interruptions and changes in priorities;

ability to communicate clearly and effectively, both verbally and in writing; ability to establish and maintain effective working relationships with coworkers at all levels, and provide effective customer service to members of the public; skill in the operation of computers, software applications and other office equipment for planning, record‑keeping and reporting purposes, including databases, spreadsheets and financial reporting software; skill in working for a department head of a public entity or business is important.

Graduation from an accredited high school or equivalent, plus three (3) years of experience in general clerical/secretarial experience. Education and/or experience will substitute for the minimum qualifications.

None.

Multi‑lingual Associate’s degree in related fields preferred.

Exercises a high degree of independence while performing a wide variety of support services. The work requires some walking and standing in the performance of daily assignments. Lifting of lightweight items and bending is required in stocking of supplies.

Work is performed in a dynamic environment that requires the need to be sensitive to change and responsive to changing goals, priorities, and needs.