Administrative Assistant

Administrative Assistant

*** DISCLAIMER:
The City reserves the right to accelerate or extend the "Closing Date" of open positions at any time, dependent upon the number of applications received. The City is in compliance with the Americans with Disabilities Act and will make all reasonable accommodations for the disabled to participate in employment programs and facilities. Women, minorities, and disabled individuals are encouraged to apply.

The finalist candidate must pass a pre-employment physical and drug screen.
*** DEFINITION:
Under direction, performs a variety of secretarial, clerical, and administrative duties for one or more management level positions; serves as recording secretary to a board, commission, committee, or similar entity; performs other related duties as required. Positions in this class are characterized by the primary responsibility and continuing performance of secretarial, and complex clerical tasks of an administrative nature and non-routine related duties for a Department Head, Department Manager, or an Assistant Police Chief.

DISTINGUISHING CHARACTERISTICS:
The Administrative Assistant is an advanced level classification in the clerical series in which incumbents perform all of the duties of a Secretary in addition to serving in a supervisory capacity and/or taking and transcribing minutes at commission meetings. This classification is distinguished from the next higher classification of Executive Assistant to the City Manager or Executive Assistant to the Chief of Police in that the latter provides complex clerical and office administrative support of a sensitive and confidential nature for the City Manager or Police Chief.

If the incumbent is assigned to the Police Department, the duties will include organizing and coordinating workloads, maintaining calendars, scheduling appointments and preparing documents.

ESSENTIAL FUNCTIONS:

(include but are not limited to the following)

• Prepares or assists in writing a wide variety of correspondence, reports, memoranda, case records, documents, orders, payrolls, and statistical data (e.g., charts, tables, graphs) from rough drafts, marginal notes, or general instructions.
• Assembles information from various sources and arranges into proper format; proofreads written materials to identify errors in punctuation, spelling, and grammar; sets up, maintains, archives, and oversees the destruction of office files, records, and indexes.
• Serves as a board, commission, or committee secretary; attends meetings; takes and prepares meeting minutes; sets priorities and meets deadlines; prepares agendas; establishes and implements departmental office practices, forms, and procedures.
• Schedules appointments and relieves supervisor of administrative detail, such as, checking time and attendance reports; processing purchase forms and claim vouchers; assists in carrying out administrative policies and procedures.
• Provides general information to office and telephone callers and/or refers them to appropriate party; maintains control files to monitor the status and expedite the completion of staff assignments.
• Investigates, prepares, and responds to customer inquiries and complaints, explaining and interpreting codes, policies, standards, and procedures.
• Monitors budget expenditures and budget expense records for such funds as CIP, IWA, solid waste, and recycling, or a subdivision of the police department; coordinates CIP budgets.
• Handles routine administrative tasks associated with subcomponents of departmental programs, such as coordinates bid processes; processes invoices; performs grant administration; coordinates the administration of the City's risk management program, self-insurance program, and general liability claims; prepares status and acquisition reports; coordinates aerial photographs and maps; coordinates requests for proposals or requests for bids; schedules inspections; coordinates and manages special projects and programs as assigned by an Assistant Police Chief;
  
  conducts research and provides recommendations; processes concealed weapons permits; coordinates meetings and requests.
• Sorts, screens, prioritizes, and routes incoming mail; maintains office supply inventories and orders supplies.
• Coordinates and administers the department's portion of the website; publishes and monitors content.
• Arranges travel for meetings, conferences, and seminars; maintains various calendars specific to the assigned department.
• May train or orient new employees; may provide lead or full supervision of a small clerical unit; provides vacation and temporary relief as required.
• Establishes positive working relationships with representatives of community organizations, state/local agencies, City management and staff, and the public.

OTHER DUTIES: (include but are not limited to the following)

• Assists in monitoring expenses and/or revenues relative to the budget; prepares complex worksheets and tables from standardized data and makes arithmetical calculations.
• May provide…