Administrative Assistant - Confidential

The Position

The list developed from this recruitment will be used for a limited period to fill open and promotional, regular full-time, and part-time positions, should they occur. This position receives an additional 5% Confidential premium. Under general direction performs a variety of highly complex administrative functions in support of a department director, division director of a large department, or an executive-level position.

Duties may include: developing various, complex reports by researching and gathering information/statistics; attending meetings and taking minutes; maintaining personnel files and other confidential information, and processing related paperwork; tracking budget expenditures and assisting in the preparation of the budget; and preparing payroll. Bilingual English/Spanish encouraged to apply. Se buscan personas bilingües en inglés y español. Para recibir una solicitud en español, llame a Recursos Humanos al 234-6600.

Not all incumbents perform all the examples listed, nor do the examples cover all the duties that may be performed:

• Oversees the daily office procedures and workflow of the division/department; performs clerical and fiscal operations unique to division/department; relieves officials of routine administrative details such as checking operating reports for accuracy and conformance to policies and standards; assists in resolving administrative issues; answers various inquiries, arranges appointments; processes routine and non-routine matters independently; prepares complex, routine and non-routine reports (including annual reports) as requested utilizing a variety of software;
  
  receives, sorts, and summarizes material for the preparation of reports; relays and interprets administrative decisions, policies, procedures and instructions. May deal with sensitive and confidential matters at the direction of senior level staff and/or the department director.
• Formats and types letters, memos, charts, labels, forms, reports, contracts, legal documents, or other materials containing complex terminology on a word processor or typewriter and proofs correspondence and related documents of staff; composes correspondence (often of a confidential nature) and maintains files associate with the same in accordance with standard policies.
• Oversees division/department financial operations; receives, reviews and processes all financial records and transactions ensuring accuracy and adherence to policy. Prepares and processes claims, purchase orders and/or vouchers by entering pertinent information into the computer and distributing and/or filing supporting documents. Takes in, accounts for and issues receipts for money and makes daily or weekly bank deposits. Maintains fixed asset inventory and approves related transactions.
• Assists in the development of division/department budget by researching and justifying requests, advising on choices, making recommendations, typing, calculating, and coordinating completion; maintains budget records throughout the year; balances and reconciles budget and prepares financial reports; attends budget meeting/hearings.
• Processes and maintains all confidential personnel records and payroll information for the division/department which includes generating personnel transactions, setting up interviews, maintaining filing system, etc.
• Answers telephones utilizing a multi-line system, takes messages, screens calls, provides information to callers, receives citizen complaints, and directs calls and messages to appropriate person; interviews, screens, greets visitors and directs them to the appropriate area or individual; may answer various inquiries personally; disseminates a variety of information and/or reports to various agencies, divisions, or departments via telephone, mail, email or fax.
  
  Photocopies reports, charts, memos, and other documents for requesting parties. Opens, stamps, sorts, and distributes incoming mail.
• Assists with the development, communication, and monitoring of polices, procedures, and standards for the division or department; recommends improvements when necessary. Interprets various…