Job Information: Administrative Assistant Job

DEFINITION:

Under general supervision, performs a wide variety of routine and complex office, clerical and administrative support tasks and duties for one or more department heads and or division managers; assists the public by providing information personally or directing information requests according to established procedures; sorts, logs, and maintains records and other documents; learns policies, procedures, and work methods associated with assigned duties; performs other related duties as required.

DISTINGUISHING CHARACTERISTICS:

The Administrative Assistant is the full working level classification in which incumbents are expected to independently perform the full scope of assigned duties. Incumbents perform a full range of office and administrative support duties, including organization and coordination of work load, maintenance of a calendar, scheduling of appointments, preparation of reports, project management documentation, agenda materials, resolutions, and ordinances. This classification is distinguished from the next lower classification of Office Specialist II in that the latter performs the less complex administrative and clerical duties in support of an assigned department.

SUPERVISION RECEIVED/EXERCISED:

Receives general supervision from the City Manager, assigned department head, or manager. Incumbents in this class do not routinely exercise supervision.

ESSENTIAL FUNCTIONS: (include but are not limited to the following)

Performs a wide variety of routine and complex office, clerical, and administrative support tasks and duties for one or more department heads, division managers, or other staff.
Demonstrates an understanding of applicable policies, procedures and work methods associated with assigned duties; responds to questions and concerns from the general public; provides information as appropriate; receives visitors and telephone calls, directing them to the appropriate information source; represents the City to all callers and visitors in a professional and customer friendly manner.
Uses computers to enter, prepare and proofread drafts, labels, forms, envelopes and a variety of documents, including general correspondence, reports, memos, press releases, advertisements and fliers from rough drafts or verbal instructions; operates other automated office equipment; types drafts and a wide variety of finished documents.
Performs a variety of research as required; sorts, screens, and distributes mail; creates, updates, and maintains department files; maintains departmental supplies; schedules meetings and makes travel arrangements; compiles and maintains records and prepares reports.
Updates, maintains and assembles a variety of materials.
Depending on the area of assignment, keeps records of contracts, work orders, purchase orders, safety program, and project statistics; accounts for, reconciles, and processes invoices; receives calls on complaints or work orders.
Schedules meetings and appointments; maintains a calendar of events for assigned department; arranges travel to meetings and conferences.
May attend various commission and committee meetings as assigned; may assist with the preparation of agendas, packets, and minutes for various meetings.
Establishes positive working relationships with representatives of community organizations, state/local agencies, City management and staff, and the public.

Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting and stooping in the performance of daily office activities. The position also requires grasping, repetitive hand movement and fine coordination in preparing statistical reports and data using a computer keyboard. Additionally, the position requires near and far vision in reading correspondence, statistical data and using the computer, and acute hearing is required when providing phone and personal service. The need to lift, drag and push files, paper and documents weighing up to 25 pounds also is required.

Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.


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