Administrative Assistant

Job Description - ADMINISTRATIVE ASSISTANT (419973) Job Description ADMINISTRATIVE ASSISTANT Job Number:

419973

Under general supervision, performs administrative, clerical, and/or secretarial duties for a City manager or supervises staff performing office assistant support functions, and performs related duties as required

Building & License Enforcement:
Receive, organize, create and file case files by year and case number; types of names and addresses into database and summons and return affidavits; organizes and compiles documents for delivery to court;
Fills out delivery request forms for case filings.

Torts:
Assisting attorneys with case files and data, document preparation, participating in scheduling conferences, and keeping a calendar of court dates. Perform a variety of administrative and clerical tasks in support of the division.

• Compiles documents and obtains data from various sources to prepare programmatic and administrative reports
• Coordinates and monitors the processing of various forms, documents, and record requests (e.g., purchase requisitions, invoices, vouchers, work orders, applications, court files and documents, subpoena and rap sheets)
• Plans, assigns, and supervises the activities of staff engaged in the performance of routine office assistance and general clerical work functions, as required
• Creates, formats, and maintains spreadsheets and reports using various software packages
• Reviews rough drafts or uses a Dictaphone and/or office technology to transcribe legal documents (e.g., briefs, interrogatories, settlement agreements)
• Review incoming correspondence and drafts standard responses for supervisor's signature
• Proofreads documents and correspondence submitted for supervisor's review for grammatical, spelling and formatting errors
• Oversee the filing, storage and maintenance of office and electronic filing systems and updates tracking logs and databases
• Organizes and prepares legal documents for submission to the courts
• Responds to requests for information on departmental records and processes requests in accordance with departmental policies and procedures
• Provides public contact work responding to departmental inquiries and requests (via telephone, in-person and email) explaining programs and directing the general public and staff accordingly
• Performs timekeeping and payroll functions for departmental employees
• Maintains personnel and time records
• Relays directives and distributes information to staff as directed
• Prepares a variety of statistical, operating, ad hoc and performance reports
• Performs various clerical duties to relieve supervisor of administrative and clerical detail
• Coordinates the ordering, storage and distribution of office supplies and/or coordinates equipment repair and maintenance
• Processes payment vouchers, travel and mileage reimbursement requests
• Maintains account records, verifies the posting of payments and collects payment for department programs
• Trains and instructs staff in office and clerical operations…