Administrative Assistant

The position is responsible for a variety of professional, technical, analytical, and administrative support duties in an assigned department.

An Administrative Assistant is a direct report to a department head and functions at a higher secretarial/administrative level support position performing complex and technical support work requiring the ability to work with minimal supervision. The position requires the ability to learn and possess thorough knowledge of department functions, City services, policies, and procedures.

This recruitment is to establish an Eligibility List of qualified candidates to fill one current vacancy in the Columbia Memorial Space Center. The Eligible List may be utilized to fill other full and part‑time vacancies as needed. Generally, a valid Eligible List is in effect for up to one year, unless the List expires sooner.

The following examples are intended to describe the general nature and level of work performed by persons assigned to this classification.

• Assist in the development and implementation of departmental goals, objectives, policies and procedures.
• Prepare and distribute written information and spreadsheets.
• Screen and appropriately direct calls or requests for service.
• Perform customer service skills over the phone and in person.
• Interpret and comprehend administrative regulations or policies.
• Establish and maintain effective and cooperative working relationships with those contacted in the performance of duties.
• Explain and enforce regulations, policies, and procedures.
• Operate a personal computer using Microsoft software with intermediate to advanced proficiency in Word, Excel, and PowerPoint.
• Effectively organize and schedule work projects to meet deadlines.
• Manage and maintain Executive Director's calendar and appointments.
• Take and distribute meeting notes.
• Maintain administrative files and confidential records.
• Perform research and analysis.
• Assist in the management of museum gift store inventory.
• Superviselower level clerical,technical, and/or volunteer staff as assigned.
• Assist in the department budget preparation and monitoring of expenditures.

Any combination of education, training, and work experience to demonstrate possession of the knowledge, skills, and abilities to successfully perform in the position is qualifying. A typical combination is as follows:

High school graduate or equivalent plus some college is required. Additional college level coursework is desired (verification required).

Three (3) full-time years performing responsible administrative level support work is required. Work experience within municipal government is highly desired.

Basic principles and practices in public administration including budget and fiscal administration, organizational and methods analysis; methods and techniques for evaluating and analyzing facts, information, and issues to resolve problems; research and statistical methods and techniques; effective conflict resolution and problem solving practices and procedures; and effective customer service techniques.

Interpret and apply administrative and departmental policies and procedures, laws, and rules; analyze situations and adopt effective courses of action; organizational skills to prioritize and complete work assignments; maintain records and confidential information; analyze and evaluate administrative problems, operations, programs, and fiscal information; gather, compile, summarize, and evaluate facts and operational, statistical and financial data; exercise sound judgment in interpreting and applying concepts, and procedures to work situations;

develop appropriate solutions or improvements to operations and make appropriate recommendations; and write complete, concise, and accurate reports using appropriate grammar and vocabulary.

Requires operation of a personal computer using Microsoft Word, Excel, and PowerPoint with intermediate to advanced proficiency; work independently with minimal supervision; establish and maintain cooperative working relationship with those contacted in the course of work; interact cooperatively with staff, management, other departments, and public…