Administrative Assistant I

General Description

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.

The functions listed below are those that represent the majority of the time spent working in this job. Management may assign additional functions related to the type of work of the job as necessary.

• 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.

• 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.

Data Responsibility refers to information, knowledge, and conceptions obtained by observation, investigation, interpretation, visualization, and mental creation. Data are intangible and include numbers, words, symbols, ideas, concepts, and oral verbalizations.

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 include co-workers, workers in other areas or agencies and the general public.

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

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

Assets responsibility refers to the responsibility for achieving economies or preventing loss within the organization.

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.

Mathematics requires the use of symbols, numbers and formulas to solve mathematical problems.

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

Communications involves the ability to read, write, and speak.

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 refer to the frequency and complexity of judgments and decisions given the stability of the work environments, the nature and type of guidance, and the breadth of impact of the judgments and decisions.

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 addresses the analysis, initiative, ingenuity, concentration and…