Administrative Assistant

Job Title

Under general supervision, performs routine to complex clerical and administrative support duties for a City department, management, staff, and/or program; compiles, proofreads, and prepares reports and correspondence; provides assistance for a wide variety of assignments related to administration of budgets, contracts, and department programs; provides customer service to City staff and the general public over the phone, in person, or via email;

and performs related duties as assigned.

Receives general supervision from assigned supervisory or management personnel. Exercises no direct supervision over staff.

This is the journey-level classification in the administrative support series. Positions at this level perform the full range of duties as assigned, work independently, and exercise judgment and initiative. Incumbents receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.

This class is distinguished from the Administrative Specialist in that the latter performs more complex administrative work, such as grant administration, budget development, monitoring, and tracking, and/or provides technical and functional direction over lower-level staff.

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so qualified employees can perform the typical functions of the job.

• Provides clerical, administrative, project, and/or program support for assigned management, departmental staff, and/or boards and commissions; serves as a liaison between management and other staff, outside agencies, and the public.
• Performs various accounting and budget support work, including monitoring budget and fund/account balances; processes budget adjustments; processes, reconciles, and verifies payables and receivables by preparing purchase orders, reimbursements, payment vouchers, check requests, special payment demands, and invoices, in accordance with department and/or City policies and procedures; assists department management and staff in preparation of annual budget.
• Composes, types, edits, and proofreads a variety of documents, including forms, memos, administrative, statistical, and financial reports, and correspondence for department management and staff; verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files.
• Provides customer service for assigned department/division/program, including receiving and screening visitors and telephone calls and taking messages, directing callers and visitors to the proper office or person, and/or providing information regarding City programs, activities, and functions; explains federal, state, and local laws, rules, and regulations, and department, division, program, and/or City policies and procedures according to established guidelines.
• Compiles information and data for administrative, statistical, and financial reports; checks data; prepares and assembles reports, manuals, articles, announcements, and other informational materials.
• Receives, processes, and responds to public records requests, complaints, and other requests for information; researches and organizes information; coordinates resolution to problems and issues.
• Develops, implements, organizes, and maintains accurate and detailed databases, electronic and physical files, and records; verifies accuracy of information, researches discrepancies, and records information; ensures compliance with established records retention schedules including archiving, scanning, and destructing files.
• Coordinates, organizes, and implements assigned department programs including explaining program eligibility, requirements, policies, and procedures according to established guidelines, determining program eligibility, and ensuring proper implementation of program terms and conditions.
• Performs other clerical support work as required which may include but is not limited to, scheduling and coordinating meetings, conferences, and trainings; coordinates travel arrangements; updates and maintains websites and social media, copies and collates documents, opens and distributes mail, processes outgoing mail, and monitors and orders office and other related supplies.
• Observes and complies with all City and mandated safety rules, regulations, and protocols.
• Performs other duties as assigned.

Knowledge of:

• City-wide and department-specific policies, processes, and procedures.
• General office business and administrative practices.
• Business correspondence writing and the standard format for reports, correspondence, agendas, minutes, and related documents.
• Principles and practices of research, data collection, and report preparation.
• Records management principles and…