Administrative Assistant I

Administrative Assistant I

The purpose of this job within the organization is to assist with general administrative needs and provide supportive services for community development and housing programs and activities.

This job works under close to general supervision according to set procedures, but determines how or when to complete tasks.

Essential Functions:

• Provides administrative and program support and services for MOECD's programs and projects.
• Handles and routes general calls or inquiries for the MOECD office and inputs information into the city's QAlert System.
• Represents the MOECD office and the city in internal and external community development activities, programs, events and meetings.
• Provides support for special projects.
• Prepares written reports/summaries, develops meeting minutes and completes data analysis work.
• Strives to be efficient and effective at balancing and meeting the common needs and reasonable expectations of the MOECD staff and core constituents.
• Contributes towards the department's mission by continuously striving to meet expectations, strategic goals and objectives.

Additional Duties:

• Interacts with the public, clients, co-workers and others to answer questions/concerns.
• Learns and understands the department's programs, policies and requirements, particularly those that are mandated by federal programs.
• Logs time for both city-related work tasks and for federal-related work tasks.
• Maintains confidentiality of information and interactions.
• Performs related work as assigned.

Responsibilities, Requirements and Impacts:

Data Responsibility:

Gathers, organizes, analyzes, examines or evaluates data or information and may recommend action based on these data or information.

Assists in the proper management, storage and retrieval of office documents and information (both physical and digital).

People Responsibility:

Provides information, guidance or assistance to people that directly facilitates task accomplishment.

Provides professional interpersonal interactions with internal and external groups or individuals.

Asset Responsibility:

Requires some responsibility for achieving minor economies and/or preventing minor losses through the handling of or accounting for materials, supplies or small amounts of money.

Mathematical Requirements:

Uses addition and subtraction, multiplication and division and/or calculates ratios, rates and percents.

Communications Requirements:

Reads technical instructions, procedures manuals and charts to solve practical problems, such as routine office equipment operating instructions; composes routine reports and specialized reports, forms, and business letters, with proper format; speaks compound sentences using normal grammar and word form.

Judgment Requirements:

Responsible for assisting in long-range goals, planning and methodologies. Decision-making is focus of the job, affecting entire organization and surrounding population; works in a dynamic environment with frequent changes and a diversity of matters and constituents.

Complexity of Work:

Performs skilled work involving rules/systems with almost constant problem solving, requires normal attention with short periods of concentration for accurate results and handles occasional exposure to unusual pressure.

Impact of Errors:

The impact of errors is moderately serious affects work unit and may affect other units or citizens.

Physical Demands:

Performs sedentary work that may involve walking or standing some of the time and involve exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations.

Equipment Usage:

Must be proficient in the use of computers and general Microsoft Office
365 applications. Oversee the proper support and operational functionality of office equipment and phone system. Obtains professional tech services as necessary. Handles or uses work aids involving some latitude for judgment regarding attainment of a standard or in selecting appropriate items.

Unavoidable Hazards:

None.

Safety of Others:

Requires some responsibility for safety and health of others and/or for occasional enforcement of the standards of public safety or health.

Minimum

Education and Experience…