Administrative Assistant - Confidential

The City is conducting an Open recruitment to fill an Administrative Assistant-Confidential position in the Administrative Services Department. This position will support five managers and a Department Head. The ideal candidate will be a highly responsible and motivated individual with excellent customer service and organizational skills.

Job descriptions are intended to present a broad and general range of duties, which includes, purpose, responsibilities, and scope of work. Job descriptions are not intended to reflect all duties performed within the job.

Performs highly responsible, complex and confidential administrative and clerical duties; provides administrative direction and support over various departmental functions and projects requiring independent decision‑making, judgment and initiative; oversees the support functions of the department.

Distinguished from other clerical positions by more complex duties, to include providing administrative direction and support for various departmental functions and projects; may function as administrative assistant to high-level staff.

Receives supervision from higher-level staff. May be responsible for functional, technical, or direct supervision over other staff. Duties may include, but are not limited to the following:

• Performs highly responsible, complex and confidential administrative and clerical duties; provides administrative direction and support over various departmental functions and projects; oversees the support functions of the department;
• Plans, coordinates and supervises assigned general administrative functions of the department; serves as office manager to direct and ensure work is handled on a priority basis and completed in a timely, accurate manner;
• Prepares correspondence from notes, verbal instructions, or on own initiative; researches, compiles, and analyzes data for assigned special projects and reports;
• Produces various reports, charts, graphs, presentations and high level correspondence related to operations of the department and/or City;
• Distributes information and materials generated by department; may participate and assist in routine personnel, payroll, purchasing, and budget duties; enters, reviews, verifies departmental payroll information; assists and coordinates with Human Resources on recruitment activities; audits and processes invoices; prepares, codes and processes purchase orders; provides front‑line customer service, greets and directs visitors, answers phones, coordinates deliveries, stocks office supplies, makes photocopies, faxes, and files.
  
  Provides excellent customer service to internal and external customers both in person and over the telephone and refers inquiries as appropriate; responds to complaints and requests for information with tact and diplomacy; resolves as possible or refers to appropriate department or party as necessary;
• Processes incoming and outgoing correspondence; replies independently or as directed; schedules meetings and conference rooms; manages schedules for Department Head or Manager;
• Coordinates and makes travel arrangements for department staff;
• Supervises, trains and evaluates subordinates and assigned staff; coordinates and manages the department selection process in partnership with Human Resources, including participation in the interview, selection of and on‑boarding of assigned staff;
• Maintains confidential information related to legal matters and managerial practices and decisions;
• Develops and implements office procedures to assure complete and timely operations, creates office forms to facilitate work flow;
• Operates personal computer, related software and programs; create, maintain and organize…