Administrative Assistant II Job Description

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CHARACTERISTICS OF THE CLASS

Under the supervision and direction of the City Clerk, performs specialized and responsible secretarial work.  Incumbent is responsible for relieving the City Clerk of operational and administrative details and works with considerable independence within the scope of established policies and procedures.  Position requires discretion and diplomatic skill in representing policies and working effectively with City personnel, officials, and the public.  Performs other work as required.

EXAMPLES OF DUTIES

A.  ESSENTIAL FUNCTIONS

Prepares general correspondence, reports, minutes, proclamations, ordinances, and resolutions; transmits orders and instructions with the authority of the supervisor; processes travel requests for Mayor and City Council; notarizes city documents; monitors office and departmental supplies and orders when necessary; monitors the City Clerk and Mayor & City Council budgets and processes/prepares appropriate documents for payment; prepares annual purchase orders; records documents in the public records of Brevard County as needed; researches City records and responds to public records requests.

Works with considerable independence in processing special activity permit applications and animal permit applications in accordance with City Code; determines need for and coordinates pre-event planning meetings; drafts permits and permit agreements.

Shares the following office tasks:  telephone coverage and walk-in traffic; opening, sorting, and routing incoming correspondence and e-mail; filing; board appointment, reappointment and termination correspondence; and setting up Council Chamber in advance of Council meetings.

Plans and coordinates various city functions, including dinners, receptions, and ceremonies. 

B.  MARGINAL FUNCTIONS

Attends occasional evening and weekend meetings.

Runs errands as needed for City meetings, events, and functions.

Serves as backup in the records office.

REQUIREMENTS

A.        TRAINING AND EXPERIENCE 

Education equivalent to completion of the twelfth school grade, and three years secretarial experience at the full performance level, or any equivalent combination of acceptable training, education, and experience.

B.  KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of business English, spelling, punctuation, and mathematics.

Knowledge of current office procedures and practices in planning and organizing work to meet goals and objectives.

Skill in the use of a personal computer and various applications programs.

Ability to make independent decisions and to assist in routine Managerial decisions.

Ability to work effectively and courteously with the public and other employees.

Ability to follow complex written and oral directions.

Ability to carry out a wide scope of clerical procedures.

Ability to compose effective and accurate correspondence and reports.

Ability to deal with non‑routine matters.

Ability to operate modern office equipment.

Ability to type at the rate of sixty‑five (65) correct words per minute.

Ability to work regularly scheduled hours without modifications.

C.  PHYSICAL AND MENTAL REQUIREMENTS

Ability to hear, speak and understand conversation in English in various tones of voice.

Ability to see and read letters, numbers, words, characters, or symbols which are both average and large, as well as identify colors.

Ability to print and draw letters, numbers, words, characters, and symbols which are legible and understood by others.

Ability to walk, stand, and sit for periods longer than 30 minutes but not to exceed 8 hours consecutively.

Ability to lift, carry, push and pull items which weigh up to 15 pounds.

Ability to carry items for a distance which ranges from 10 feet to no more than 300 yards.

Ability to lift and/or carry items which are considered awkward to grasp or hold on to.

Ability to lift items (weighing less than 15 pounds) above the head or down from over the head.

Ability to hold items (weighing up to 10 pounds) for a period less than 10 minutes, without putting the item down.

Ability to go from a standing or sitting position to a bending, kneeling, or squatting position, or vice-versa, periodically.

Ability to learn complex tasks and remember how to complete tasks without assistance once trained.

Ability to operate motor vehicle.

Ability to work under pressure/stress with extreme accuracy.


 

 

 

THIS JOB DESCRIPTION IS NOT INTENDED TO BE AND SHOULD NOT BE CONSTRUED AS AN ALL INCLUSIVE LIST OF ALL THE RESPONSIBILITIES, SKILLS, OR WORKING CONDITIONS ASSOCIATED WITH THE POSITION.  WHILE IT IS INTENDED TO ACCURATELY REFLECT THE POSITION ACTIVITIES AND REQUIREMENTS, MANAGEMENT RESERVES THE RIGHT TO MODIFY, ADD, OR REMOVE DUTIES AND ASSIGN OTHER DUTIES AS NECESSARY.  THIS JOB DESCRIPTION DOES NOT CONSTITUTE A WRITTEN OR IMPLIED CONTRACT OF EMPLOYMENT.

 

Revision Date - 3/28/16