Administrative Assistant Ii - Pw Facilities

Overview

ADMINISTRATIVE ASSISTANT II - PW FACILITIES

Administrative Assistant II
Under direct supervision of the Division Manager, performs specialized administrative work in support of the Public Works department. Employee may be responsible for providing administrative support at an executive level or for coordinating administrative functions of work units within the assigned department. Work involves performing routine administrative functions, performing bookkeeping functions, processing departmental information, preparing documents, answering telephone calls, providing customer service, and maintaining records.

Work also involves coordinating meetings and providing administrative support for committees, researching and compiling data, performing routine analysis of operational data to assist department staff, and ensuring compliance with routine reporting requirements.

Specific Duties and Responsibilities (Essential Functions):

• Coordinates and provides administrative support for an assigned department; processes a variety of documentation associated with department operations within designated time frames and per established procedures; works with and provides guidance and assistance to administrative staff assigned to divisions or work units within the department to ensure uniform and cooperative work efforts.
• Provides administrative support at a senior or executive level for management and/or staff of assigned department; relieves management staff of routine administrative tasks; screens telephone calls, mail, and other communications and initiates appropriate response; records dictation; types, composes, types, edits, or proofreads correspondence on behalf of management staff; records and/or transcribes correspondence, statements, minutes, or other information; keeps management informed of significant matters, messages, documentation, or other information.
• Serves as liaison between the assigned department and other departments, staff members, City officials, the public, community leaders, outside agencies, or other individuals or organizations for the distribution and receipt of routine information; interacts with various officials and dignitaries involving sensitive client relations; conveys information among department personnel; circulates documentation to appropriate departments.
• Maintains schedule of activities for assigned department; schedules and confirms appointments, meetings, interviews, conferences, training activities, or other activities; updates calendar on a regular basis and notifies parties involved of changes.
• Coordinates arrangements for various meetings: notifies participants of scheduled meetings; prepares meeting notices, agendas, and meeting packets; coordinates room reservations, setup, refreshments, and equipment required for meetings; attends meetings; records and/or transcribes meeting minutes; distributes documentation; maintains records.
• Answers telephone calls and greets visitors; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; responds to requests for assistance; retrieves messages from voice mail or answering machine; initiates and returns calls as necessary; relays calls/messages via two-way radio.
• Performs customer service functions in person, by telephone, or by mail; provides information or assistance regarding department services, activities, forms, procedures, fees, or other issues; receives and/or disseminates documentation; responds to routine questions, researches problems, and initiates problem resolution; refers problems to appropriate personnel.
• Receives moneys in payment of various fees, fines, deposits, or services; records transactions, issues receipts, and forwards revenues as appropriate.
• Performs data entry functions by keying data into computer system; enters, retrieves, reviews or modifies data in computer database; scans documents into computer; verifies accuracy of entered data and makes corrections; develops databases and computerized reports.
• Processes forms relating to department services, such as licenses, facility usage, program enrollment, employment, funding, or other…