Administrative Assistant III

SUMMARY

Performs routine to difficult administrative and technical work functions that require interpretation, judgment and determining appropriate processes to be used. Work is performed under general supervision.

• Participate in a wide variety of division or department projects by researching or providing relevant information
• Handle a variety of routine administrative or technical departmental assignments that include payroll time entry, purchasing, new hires and retirees, P-card coding, and contracts
• Make decisions related to expenditure accounts on all payment vouchers and purchases made with P-card by line-item
• Develop microcomputer applications for data collection and report generation using spreadsheet and database management software packages
• Review purchase, obligation and payroll reports for accuracy
• Review existing and recommend improved policies, practices and procedures
• Assist with budget preparation and monitor budget expenditures
• Collect and compile information and prepare complicated statistical reports
• Coordinate facility maintenance and handle daily tracking of personnel, equipment and resources
• Give information to the public or direct requests to appropriate department
• Arrange meetings and conferences; make appointments for the manager/director and members of various City commissions
• Assemble required documents and information for Council and other meetings as required
• Compose and type letters and memoranda in conformance with City policies independently from brief instructions
• Establish and maintain filing systems and office procedures; keep confidential files
• Serve as HR contact for a department (as needed)
• Coordinate the hiring and onboarding of new employees
• Create job requisitions in NEOGOV; process personnel transaction forms for hires, terminations, transfers, promotions, merit increases and supervisory changes in Lawson
• Prepare FMLA request forms and assist with monitoring of FMLA paid and unpaid leave; assist in payroll related tasks
• Perform time‑entry for personnel in the NLA system if required; perform other duties as assigned

May supervise and train assigned staff as needed. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience
High school diploma or general education degree (GED); associate degree preferred but not required; three to five years related experience and/or training in a business, administrative support or related field; or equivalent combination of education and experience.

Language Skills
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to prepare reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

Reasoning Ability
Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee is regularly required to sit, use hands to manipulate objects, reach with hands and arms, talk or hear. The employee is occasionally required to stand and walk and must regularly lift and/or move up to 10 pounds.

Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level is usually moderate. At times, the environment may become loud and abusive when dealing with recipients of violation notices or abatement actions.

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