Administrative Assistant

POSITION SUMMARY:

Under direction performs work of moderate difficulty in completing secretarial functions for a department head, City Council or the Mayor's Office; uses initiative and independent judgment in making decisions on a variety of problems in accordance with established policies and procedures; performs related work as required.

• Receives and dispenses information regarding City programs and services to City administrative/management personnel, employees, and the general public, either in person or over the telephone.
• Responds to citizen/employee complaints and/or directs them to appropriate personnel for resolution.
• Types correspondence and other materials on a variety of general and technical topics of a highly confidential matter.
• Composes and prepares correspondence on routine matters and signs supervisor's name as authorized.
• Schedules meetings and appointments and makes necessary reservations.
• Takes and transcribes dictation, including minutes of meetings.
• Receives, opens, prioritizes and distributes mail.
• Prepares, processes and maintains a variety of complex records, which may include payroll, personnel and purchasing activities.
• Reviews correspondence, materials and other records of a confidential nature, including but not limited to, grievances, disciplinary actions, legislation, administrative policies and procedures and collective bargaining agreements, including supportive documentation and recommended revisions to same.
• Works in a close continuing relationship with management on sensitive and confidential information and in conducting routine research to provide statistical and substantive data used in departmental and divisional matters and/or the collective bargaining process.
• Operates all office equipment.
• May train and provide work direction for lower-level clerical staff.
• May exercise supervisory authority in initiating disciplinary procedures against clerical staff members.
• Performs other duties as required.

• Modern office procedures, practices, and equipment.
• Terminology, forms, and documents pertinent to position assignment.
• Business English, spelling, and punctuation.
• Numerical and alphabetical filing systems.
• Basic mathematics.
• Departmental rules, regulations, and procedures governing assigned work.
• The functions of other City divisions and departments.
• City administrative and accounting procedures.

• Taking and transcribing oral dictation.
• The operation of a typewriter and/or personal computer and other related office equipment.
• Making basic mathematical computations accurately and with reasonable speed.
• Verbal and written communication.

• Maintain confidentiality of information and materials.
• Understand and follow verbal and written instructions.
• Maintain a variety of office records or reports.
• Establish and maintain effective working relationships with others.

The physical demands described within this job description 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.

In this position, the employee will frequently stand, walk and sit. The employee will frequently write. Speaking and listening are constant essential functions of this position.

The work environment described within this job description will be encountered while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee is frequently indoors. The noise level in the work environment is usually low. Occasional travel to various worksites may be required.

• Graduation from high school or General Educational Development (G.E.D.) Tests equivalency. Candidates for positions having the following major work function must meet the minimum experiential requirements and be able to pass the required skills test(s) at the minimal rate of speed indicated.
• Four (4) years of office work experience, of which two (2) years must have included the use of a word processing program on a personal computer.
• Graduation from an accredited college or university with an Associate’s Degree in Administrative Office Technology, Business Management Technology, or a closely related area may be substituted for one (1) year of either general or personal computer experience.
• Must be able to type at the rate of 60 words per minute using a personal computer having a word processing package. Position assignment may require the ability to take dictation at the rate of 120 words per minute.
• Position assignment may require the possession of a valid driver’s license.

• None