Administrative Assistant II Job Description

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CHARACTERISTICS OF THE CLASS

Under the direction of the City Manager, performs specialized and responsible website and clerical/secretarial support work. Incumbent is responsible for relieving the City Manager of operational and administrative details related to the Internet 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

Ability to work with various file types and convert to proper web format.

Receives information from departments and the public for the Internet-based community calendar and other uses, and provides contributors with instructions for submissions of information.

Prepares and formats calendar and newsletter contributions and similar text so that the material conforms to established editorial style.

Reviews and updates web page links.

Maintains a schedule of web site maintenance activities and completes assigned maintenance tasks on a timely basis.

Reviews web site statistics and prepares summaries.

Maintains digital and traditional information files.

Performs web site/administrative tasks in support of and on a back-up basis to the Public Information Officer.

Provides clerical/secretarial support and handles routine operational administrative matters, including preparing letters, reports, and meeting notices; searching files and compiling data for background materials; and scheduling and coordinating meetings, appointments, conferences, and travel arrangements for the City Manager and Deputy City Manager.

Assists with public relations functions with Department Directors, City officials, and other personnel, and the public.

Maintains schedule and requests for use of the City Hall Council Chamber.

Assists with various citizen inquires/complaints via phone, e-mail or in-person at an escalated level.

 

REQUIREMENTS

A. TRAINING AND EXPERIENCE

High school diploma and three years of secretarial experience at the full performance level, or any equivalent combination of acceptable training, education, and experience. Prefer additional formal training in clerical skills and web-related technical skills. Must be proficient in the use of Adobe Dreamweaver software or a comparable web editing software application. Must be capable of web site maintenance tasks, updating of Internet-based calendar, review of web site statistics, and conversion of word processing files and images to web formats. Must have proficiency in the use of Microsoft Word, Microsoft Excel, and Microsoft PowerPoint, along with familiarity with database applications and internal and external e-mail applications. Prefer proficiency with Adobe Photoshop. Ability to type with speed and accuracy.

 

B. KNOWLEDGE, SKILLS, AND ABILITIES

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

Skill in computer operation, including proficiency in the use of software for word processing and communications, and experience in the use of the Windows operating system and file structure. Proficiency in the use of Microsoft Word, Microsoft Excel, along with familiarity with database applications, html editor software, and internal and external e-mail applications.

Skill in the use of digital office equipment including laser printers, scanners, modems, computer based fax systems, and mass storage systems including CD-ROM preferred.

Skill in communications, including proficiency in English, grammar, and sentence structure, as well as the ability to provide complicated or detailed information through written and verbal communication.

Ability to compose effective and accurate correspondence and reports to provide complicated or detailed information.

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 deal with non routine matters.

 

C. PHYSICAL AND MENTAL REQUIREMENTS

Ability to hear and understand conversation in English in a normal tone of voice. Requires hearing ability for use of telephones, "voice processing", and oral instructions.

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

Ability to print letters, numbers, words, characters and symbols - must be legible and understood by others.

Ability to assemble and maintain computer and internet based information.

Ability to sit for 1-2 hours continuously to complete reports by deadline.

Ability to work under stressful conditions of multiple deadlines and short deadlines.

Ability to be flexible and change priorities at a moment’s notice.

Ability to control behavior when encountering stressful situations, such as irate, abusive or loud citizens and customers.

 

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