Administrative Assistant II - Information Systems

Class Title Administrative Assistant II - Information Systems

This position is responsible for providing administrative support for department operations.

Job Summary

This position is responsible for providing administrative support for department operations.

• Answers telephone and greets visitors; provides information and assistance; directs calls; provides copies of requested documents.
• Forwards and/or responds to email and other correspondence.
• Enters department payroll information; prepares payroll reports; maintains leave balances.
• Processes invoices for payment.
• Balances purchase card transactions.
• Assists in maintaining network permissions, roles, and groups.
• Assists in training computer end users.
• Assigns and assists with trouble tickets.
• Manages city copier contracts.
• Prepares purchase orders.
• Assists in managing the department budget and in preparing budget reports.
• Maintains department files and records.
• Maintains software maintenance renewals.
• Resets passwords.
• Assists the public with cable/phone line issues.
• Performs related duties.

• Knowledge and level of competency commonly associated with completion of specialized training in the field of work, in addition to basic skills typically associated with a high school education.
• Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship or having had a similar position for one to two years.
• Must be proficient in Microsoft Office products including Word, Excel, PowerPoint and Outlook.
• Knowledge of modern office practices and procedures.
• Knowledge of city and departmental policies and procedures.
• Knowledge of computers and job-related software programs.
• Knowledge of Microsoft Active Director.
• Knowledge of document management systems.
• Knowledge of work order systems.
• Knowledge of help desk software.
• Skill in prioritizing and organizing work.
• Skill in the provision of customer services.
• Skill in the maintenance of files and records.
• Skill in the use of such office equipment as a computer, scanner, fax machine, and copier.
• Skill in oral and written communication.

• City and department policies and procedures. These guidelines are generally clear and specific but may require some interpretation in application.

• The work consists of related administrative and customer service duties. Frequent interruptions contribute to the complexity of the position.
• The purpose of this position is to provide administrative support for department operations. Successful performance contributes to the efficiency and effectiveness of those operations.

• Contacts are typically with co-workers, other city employees, vendors, and the general public.
• Contacts are typically to give or exchange information, resolve problems, and provide services.

• The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, walking, or stooping. The employee frequently lifts light objects.
• The work is typically performed in an office.

• None.