Department Assistant III; Part-Time

Overview

Reporting to an Executive Assistant I, under limited supervision, the Department Assistant III is responsible for accounting, office management, financial, and/or computer support services for a department or large Department Division. This position is responsible for duties which include, but are not limited to, providing customer service and administrative/technical support services; assisting with special projects; and working as the department’s assigned records coordinator.

This is a permanent, part-time benefitted position working 25 hours per week. This position is eligible for pro-rated benefits.

The primary responsibility of this position is to provide administrative support to the existing DA III, Executive Assistant, and Public Works Operations staff.

• Provides administrative, office management, computer support, and accounting assistance to a City Department or large Division and assists staff with adherence to City and departmental policies and procedures.
• Acts as first point of contact and responds to inquiries and requests from the public, other agencies, and internal customers. Exercises independent judgement in handling inquiries/requests/problems and determines the appropriate initial course of action that are routine in nature. Other customer support duties performed vary broadly in nature depending on the individual departmental needs.
• Assists department staff with technical or financial support and may participate as a member of project teams or on committees as assigned. Utilizes specialized technical training and/or skills to support staff in the field pertinent to the assigned department (e.g. financial experience to assist with timesheet processing).
• Exercises independent administrative judgment while coordinating and performing the administrative and clerical support services of assigned Department or Division.
• Provides technical support to department staff in the use of computer programs (word processing, spreadsheets, graphics, and record systems). Assists with preparation of complex financial accounting reports. Retrieves and compiles data as requested.
• Coordinates arrangements for meetings, such as reserving meeting spaces, inviting participants, preparing agendas, setting up audio/video or computer equipment, and/or taking minutes.
• Assists department staff with making travel arrangements and registering employees for training, conferences, and professional development courses.
• Assists with assigned special projects, responding independently to routine correspondence and coordinates administrative details. Researches complex problems as assigned, and provides troubleshooting assistance over the phone to department staff or community members.
• Assists with developing and maintaining departmental filing systems, including databases, to facilitate access to department data or documented information. May be assigned to be the Department's Records Coordinator, working with the City Clerk Office and department staff in response to public records requests.
• Sorts and distributes incoming mail. Prepares shipment documents for mailing packages.
• Assists in research and coding of department invoices to the appropriate budget accounts. Accesses City systems or software programs to research department questions, generate reports, perform data entry or monitor financial information.
• May be assigned to support various programs within the assigned department. Program support may include coordinating information with outside organizations, tracking financial information, reviewing documents for compliance with program requirements and various data entry tasks.
• Mayhave to handle emergency calls, dispatching field staff, and may be assigned as the first point of contact during all emergent situations (e.g. weather events, power outages, etc.)

• Performs other duties as assigned.

High school graduate or G.E.D. AND three (3) years of increasingly responsible direct administrative functions such as office management, communications, writing, computer applications, customer service, and accounting experience in a busy,…