Administrative Assistant II - Facilities

Administrative Assistant II - Facilities

The Administrative Assistant II performs administrative office management function to the Facilities Department. This position entails the performance of complex office tasks requiring composing and typing correspondence, reports, computer data entry work, record keeping, filing, and working directly with vendors, service providers, and other facility staff. The Administrative Assistant II is responsible for maintaining and improving upon the efficiency and effectiveness of all areas under his/her direction and control.

Duties include responsibility for technical processes, service delivery, and contribution to the municipal finances and recordkeeping for the Town. Consequences of errors, missed deadlines or poor judgment could severely jeopardize department operations or have extensive financial and legal repercussions, excessive costs, delay of service delivery and adverse public relations.

The work consists of employing many different concepts, theories, principles, techniques and practices relating to an administrative field. Assignments typically concern such matters as assessing services and recommending improvements.

Employee interacts constantly with co-workers and the public. The employee deals with the public and other individuals regarding information pertaining to them in the Town's records under the Administrative Assistant's assigned responsibilities. Excellent communication and customer service skills are required, involving courtesy, tact, and diplomacy in resolving complaints or concerns of the public and in working with co-workers, State and County agencies.

The essential functions or duties listed below are intended only as illustrations of the various type of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or logical assignment to the position.

a. Makes frequent contact with the general public and other town departments.

b. Has contact with local vendors, service providers, including architects, engineers and persons working in various trades (carpenters, electricians, plumbers, etc.). Contacts are primarily in person, by telephone, and in writing, and involve discussing semi-complex information; contacts with the public require considerable knowledge, patience and courtesy.

c. Has access to department-level confidential information that requires the application of appropriate judgment, discretion and professional office protocols.

d. May be required to attend special meetings and work on special projects; performs similar or related work as required or as situation dictates.

e. Assists Facilities Director in the day-to-day operation of the office.

f. Assists staff, public and other departments in the furnishing of information and resolution of problems.

g. Researches questions and answers telephone and in-person inquiries, service requests and complaints from external and internal customers in a helpful, courteous and efficient manner. Ascertains the nature of the inquiry, service request or complaint. Those customers requiring assistance beyond the individual's knowledge or experience are referred to the appropriate person or department.

h. Exercises responsibility for the maintenance, either manually or by computer, of the important departmental records requiring the careful recording, classification and complication of information; posts and records information, updates data, checks, sorts, records and files various materials.

i. Composes and/or types from copy a variety of correspondence, memorandums, meetings and legal notices, orders, warrants, vouchers, purchase orders, reports, and agendas. Schedules appointments and meetings.

j. Opens and processes mail.

k. Distributes reports, memos and necessary information to appropriate persons.

l. Establishes and maintains departmental files, maintains confidentiality of information, departmental plan, etc. within guidelines for public disclosure.

m. Develops recommendations for changes in office procedures, reviews with department management, and oversees implementation.

n. Performs similar or related…