Administrative Assistant - Planning & Development

Hiring range for this position is $25.21 - $29 / hour

This is complex clerical and administrative work providing frequent administrative assistance of wide and varied scope to a Department Director or Manager/Administrator.

An employee in this class performs complex and varied public contact and administrative work for a high level City administrator. Emphasis of the work is on relieving the supervisor of as much administrative detail as possible. Employees work on projects covering a wide variety of subjects and are often under the pressure of completing them within a limited time period. Work affords considerable independence of action in preparing correspondence, giving information, receiving complaints, and performing other public contact work.

Work requires the exercise of independent judgment and discretion in execution. The employee receives general supervision from a top administrator, who makes only occasional review of work and makes general assignments in terms of desired results. Work is evaluated through observation of results and in the course of conferences. (Employees in this class are considered confidential.)(Any one position may not include all the duties listed nor do the listed examples include all tasks which may be found in positions of this class.)

Performs complex clerical duties; keeps advised of current status of the work of the department or division; collects and compiles information as necessary; maintains master filing system.

Knowledge of department specific software may be required.

Composes and types correspondence, reports and other documents requiring considerable independence of judgment as to content, accuracy and completeness; prepares bid documents and specifications; collects, organizes and prepares data for departmental, state and federal reports; operates computer and/or word processor in composing and completing a variety of tasks.

Meets a variety of callers from other departments and offices and from outside the City government, ascertains the purpose of their visits and personally handles the matter, refers the caller to the proper department or, if necessary, arranges an interview for the caller with the appropriate administrative official.

Attends meetings, takes or records and transcribes summary of actions; may serve as a secretary to special purpose commissions; prepares notice of meetings and agenda.

Assists in the preparation of the annual budget and prepares reports, statistical data and supporting documentation as required.

Monitors departmental/division budget and ensures compliance with all purchasing procedures.

Prepares and reviews accounts payable requests and purchase card statements; prepares and submits purchase requisitions and purchase orders.

Screens and handles routine matters; refers sensitive calls to administrator or appropriate personnel.

Schedules department specific services.

Files office correspondence and records determining proper file designation to be used and sees that the proper distribution and disposition of notices, memoranda, directives and related material is made.

Inventories and orders supplies as needed; maintains a ledger of expenditures by account.

Collects and compiles information on miscellaneous projects.

Support the Neighborhood Service division through case management of the GO-Enforce/CRM system.

Have strong interpersonal and de-escalation skills.

Manage multiple customer complaint sources.

Processing and sending legal notices including tracking certified mail.

Ability to understand and interpret municipal codes.

May support Planning with Planner of the Day activities and customer service.

High school diploma or equivalent, supplemented by college courses in business administrative subjects; and five years…