Administrative Assistant

TITLE:

Administrative Assistant

JOB CODE: 1668
DEP/DIV:
Community Development
ESTABLISHED: 03/29/1974

REPORTS TO:

Director of Community Development
FLSA STATUS:
Exempt
EMPLOYEE STATUS:
Permanent/Full-time

LOCATION:

City Hall
SALARY/GRADE: $47,500 – $75,654

Classification 10/Group III

GENERAL PURPOSE

Provides a variety of routine, complex, and confidential secretarial and administrative support to the Director of Community Development (Department Head), Division Manager (Director), or a comparable level of executive manager and performs related duties as required. Demonstrates strong organizational skills and implements administrative work procedures to ensure the office of the Department Head/Director runs smoothly and efficiently.

Helps to resolve information requests from the public and other City agencies, provides administrative support to Department/Division staff as directed, keeps official records, and assists in administrating the Department’s standard operating policies and procedures.

Answers phones and prepares correspondence, memoranda, and other material requiring judgment on content, accuracy, and completeness. Schedules and coordinates meetings, receives the public, provides customer assistance and bookkeeping, applies routine knowledge of Departmental rules, regulations, and procedures, and provides liaison between the administrative office, internal divisions, and other City staff.

• Relieves the Director of Community Development (Department Head), Division Manager (Director), or a comparable level of executive manager of clerical and administrative type functions, including overseeing the work of subordinate clerical and temporary staff
• Screens visitors and telephone calls, takes messages and uses judgement in forwarding calls to appropriate personnel for response and resolution
• Maintains the Department Head’s calendar and schedules appointments, schedules meeting rooms, and manages meeting arrangements and logistics
• Briefs and prepares the Department Head for meetings
• Relays requests for information and directives from the Department Head to departmental staff and provides status reports
• Provides summaries of incoming mail, meeting requests, and other items requiring the Department Head/Director’s attention and response
• May attend City Council and Committee meetings, take dictations, transcribe, take notes at meetings and prepare summaries
• Prepares records such as notices, minutes, and resolutions
• Review correspondence and other materials requiring the Department Head/Director’s signature before presenting for signature
• Maintains confidentiality of all materials and files, including personnel records, grievances, and other labor relations documentation
• Communicates with Departmental and other city staff, city officials, and external customers to apprise the Department Head/Director on the status of various projects or critical issues
• Demonstrates ability to use MS Word and Excel in a variety of correspondence and creating spreadsheets and databases to maintain and track information
• Conducts research and prepares correspondence in response to inquiries or information requests for the Department Head/Director’s signature
• Works on special projects and handles special assignments as directed by the Department Head/Director
• Acts as custodian of Departmental or Division documents and records, establishes and maintains filing systems, organizes records and indexes using moderate independent judgment
• Makes travel and hotel arrangements and prepares paperwork for travel reimbursements
• Inputs data to standard office and department forms, makes simple postings to accounts, compiles data for various reports
• Assists in the procurement of department materials and supplies
• Receives, stamps, and distributes incoming mail, processes outgoing mail
• May be required to become a notary and notarize documents
• Provides backup to related positions and other duties as assigned

NOTE: This list of essential duties and responsibilities is not intended to be inclusive. There may be other duties that are essential to clerical and office administration.

REQUIRED KNOWLEDGE,

SKILLS AND…