Administrative Assistant

JOB SUMMARY

Must be available for temporary, on-call, non-remote, assignments of varying time frames.

Under the direction of an administrative superior, performs a wide variety of generalized clerical and administrative tasks. Assignments vary depending on department requirements, ranging from general clerical duties to more complex administrative duties, including policy interpretation, budget preparation, and data analytics, where some discretion and decision-making is exercised. Interaction with the public by telephone and/or in-person may be required. Work is reviewed through conferences and written reports for results obtained and adherence to established policies and procedures.

• Prepares correspondence, invoices, statements, reports, and other materials from copy or notes; composes letters, memoranda, minutes, notices, and other correspondence.
• Responds to telephone or in-person inquiries; greets the general public; provides information on departmental services and functions; directs callers.
• May oversee the processing of various departmental records transactions including employee personnel action forms, purchase orders and requisitions.
• Requisition s supplies and equipment; may assist in the preparation of budgets and payroll, checks operating reports for accuracy and conformance to policies and standards; and updates publications.
• Operates a computer, photocopier, printer, calculator, and other office equipment as required.
• Maintains specialized manual or automated filing systems.
• Maintains supervisor’s and other department personnel’s appointment calendars as required.
• May be required to research, collect, and compile data for administrative reports.
• Gathers information on projects from departments and offices; edits and proofreads the information submitted.
• Prepares reminders to departments and office staff, and requests updates on projects and events as needed.
• May prepare agenda items and minutes for department related meetings or committees.
• May oversee special projects as required or requested by supervisor.
• May oversee department inventory and archives correspondence in accordance with record retention specifications.
• Organizes and submits travel documents for department personnel.
• May prepare and submit payroll for the department as needed.
• Effectively and positively represents the city in delivering and performing work with colleagues and clients, irrespective of gender, race, religion, age, disability, political affiliation or belief, or sexual orientation.
• Establishes and maintains effective and professional relationships with work colleagues, supervisors and managers.
• Performs related work as required for this position description only.

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Must be available for temporary, on-call, non-remote, assignments of varying time frames.

High School Diploma or GED; supplemented by a minimum of two (2) years of responsible clerical and administrative experience including use of computers and standard software applications. Some positions may require special education or training in a technical job-related field of study.

Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements.

Administrative/Secretarial Certifications, Certified Professional Assistant Certification, Microsoft Word…