Administrative Assistant Ii

Under minimal supervision, perform a variety of complex and responsible technical, legal and confidential work in which assignments and procedures require use of some independent judgment; the ability to work independently in meeting deadlines; knowledge of City policies and legal requirements; independently research and report on a variety of subjects; and perform related work as required. This position encompasses a variety of tasks which exceed customary clerical duties by adding specialized/technical aspects with a moderate degree of responsibility.

This position receives instructions which are complex and technical in nature, and carries them out with a minimum of supervision.

General supervision is provided by a high level administrator. Receive indirect supervision from other administrative, professional or technical personnel. Exercise supervision over assigned secretarial and clerical personnel. The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

• Provide responsible professional and technical assistance in the development, administration and implementation of City programs.
• Assist in formulating program policies, goals and procedures; collect and compile relevant data supporting recommendations.
• Assist in the development of new program elements and program modifications as necessary to meet stated goals and objectives.
• Monitor and coordinate the daily operation of assigned program area; perform detailed administrative work and maintain appropriate records and statistics.
• Provide highly responsible administrative staff assistance including conducting specific and comprehensive analyses of a wide range of municipal policies involving organization, procedures, finance and services.
• Conduct surveys and perform research and statistical analyses as requested; prepare related reports.
• Maintain inventory control of departmental supplies.
• Compile materials and assist in the preparation of reports, manuals and publications.
• Assist in basic office management functions.
• Assist in annual budget preparation: make budget recommendations relative to assigned program areas of responsibility; coordinate and compile budget recommendations prepared by other staff into a comprehensive budget document; research past expenditures and project next year's increases.
• Prepare grant proposals; monitor active grants to ensure that all stipulations and regulations regarding the use of funds are met; maintain appropriate records and documentation to satisfy any audit requirements.
• Prepare and administer contracts.
• Represent the City as assigned on various boards, commissions and committees.
• Respond to complaints and requests for information from the public and City staff.
• Perform related duties as assigned.
• May assist other department staff in taking commission meeting minutes and producing draft official minutes. This may require adjustment of work schedule to attend periodic evening meetings.

The following generally describes the knowledge and abilities required to enter the job and/or to be learned within a defined short period of time in order to successfully perform the assigned duties.

• Organization and function of public agencies, including the role of an elected City Council and appointed boards and commissions.
• Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
• Modern office administrative and secretarial practices and procedures, including the use of standard office equipment.
• Business letter writing and the standard format for reports and correspondence.
• Principles and practices of data collection and report preparation.
• Computer applications related to the work, including word processing, web design, database, and spreadsheet applications.
• Business mathematics and basic statistical techniques.
• Record keeping principles and procedures.
• English usage, grammar, spelling, vocabulary, and punctuation.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.

• Perform responsible administrative and secretarial support work with accuracy, speed, and general supervision.
• Provide varied and responsible secretarial and office administrative work requiring the use of tact and discretion.
• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Interpret, apply, and explain administrative and departmental policies and procedures.
• Respond to and effectively prioritize multiple phone calls and other requests for service.
• Compose correspondence and reports independently or from brief…