Senior Administrative Assistant - Capital Projects

Position Summary

The Senior Administrative Assistant will assist with the implementation, coordination, and oversight of departmental operational programs and initiatives. The position will provide administrative support to Department management and perform a variety of other administrative functions. In addition, the position will be responsible for the daily oversight, tracking, and recordkeeping of Fix It FTL requests and will work closely with the public to address general customer service complaints, concerns, and inquiries.

The successful candidate will also assist with monitoring departmental grants, including tracking grant requirements, deadlines, expenditures, and reporting obligations. The position may also assist with identifying grant opportunities and researching, preparing, and writing grant applications and related documentation. The Senior Administrative Assistant plans, develops, analyzes, evaluates, advises on, and improves various management control systems, programs and policies, work methods and procedures.

At the direction of an administrative superior, this employee may analyze and evaluate major segments of the organization and, based on study findings, develop recommendations and advice to management for the purpose of improving the effectiveness and efficiency of programs and operations management.

Under administrative direction, employee is required to exercise extensive initiative and independent judgment, and to work effectively with the public, City officials and others. Employee must also apply specialized and/or technical knowledge and experience through the interpretation and completion of administrative assignments of unusual difficulty in accordance with City and departmental rules, regulations, procedures and ordinances.

This job classification may be governed by the Personnel Rules, as it is not represented by a collective bargaining unit.

This job classification is in Management Category IV for benefits purposes, which includes Five (5) additional Management Vacation days per calendar year and a monthly expense allowance of $120.00.

Essential functions are the basic job duties that an employee must be able to perform, with or without reasonable accommodation. The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. The omission of a function does not preclude management from assigning essential duties not listed herein if such duties relate to the position.

• As an assistant to an administrative superior or department head, composes correspondence and memorandums; arranges conferences; interprets administrative policies; relays instructions and policy and procedural decisions; acts for superior on routine matters; and may represent the superior at conferences and meetings, including contacts with outside agencies.
• Identifies problems or factors inhibiting the effective accomplishment of departmental or city-wide goals and objectives; determines requirements and scope of necessary study considering objectives and problems to be solved; collects data; analyzes data; develops alternatives and makes specific recommendations to superior; may assist in implementation of recommendations.
• Makes presentations utilizing charts, slides and other visual support devices.
• Acquires and disseminates information concerning work methods and procedures, organization, work controls and similar management functions.
• Conducts fact-finding interviews, observes operations, consults with and explains to management recommendations made for changes in work operations and other key actions proposed.
• Prepares a variety of written documents including study plans, special and regular reports, systems and organizational analysis, workflow charts, etc.
• May participate in the formulation, preparation and control of the departmental budget through the following: analyzes and reviews financial data in order to develop budget projections; consults with departmental officials regarding funding requests, organizational changes, expenditure levels, budget justifications and narratives; suggests cost-cutting alternatives; advises departmental personnel on budget problems, processes and procedures.
• Provides oversight to the FixitFTL process; manage high volume of complaints from neighbors, other governmental agencies, neighborhood associations, and other various stakeholders of the City.
• Assists with monitoring departmental grants,…