Administrative Assistant I Job Description

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CHARACTERISTICS OF THE CLASS

Under the general supervision of a supervisor within the Community Development Department. This position performs a wide array of advanced clerical tasks which require the application of some independent judgment and office knowledge. Work involves standard clerical duties including typing, filing, office machine operation, maintenance of records, and checking the accuracy and completeness of various forms, applications, reports, and documents. Primary work also includes board secretarial duties. Work is reviewed by observation and for results obtained. Performs other work as required.

 

EXAMPLES OF DUTIES

A. ESSENTIAL FUNCTIONS

Operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems, and personal computers.

Answer telephones, direct calls, and take messages.

Maintain and update filing, inventory, mailing, and database systems, either manually or using a computer.

Communicate with customers, employees, and other individuals to answer questions, disseminate or explain information, take orders, and address complaints.

Open, sort, and route incoming mail, answer correspondence, and prepare outgoing mail.

Compile, copy, sort, and file records of office activities, business transactions, and other activities.

Compute, record, and proofread data and other information, such as letters, records or reports.

Type, format, proofread, and edit correspondence and other documents, from notes or dictating machines, using computers or typewriters.

Complete work schedules, manage calendars, and arrange appointments.

Review files, records, and other documents to obtain information to respond to requests.

Inventory and order materials, supplies, and services.

Troubleshoot problems involving office equipment, such as copier and printers.

Process and prepare documents, such as business or government forms and expense reports.

Prepare meeting agendas, notices, and packages for various committees/boards, attend meetings, record and transcribe accurate minutes. Some morning or evening meetings are required.

Coordinate with newspaper for public hearings and printing.

Maintain records and files for various departmental topics and boards.

Explain procedures for various boards and associated applications and requirements.

Coordinate with other departments for correspondence and meetings.

Act as support staff to Principal Secretary as needed.

 

REQUIREMENTS

A. EDUCATION AND TRAINING

High school diploma or equivalent, supplemented by a minimum of two years general office experience. Must be proficient in Microsoft Office Word, PowerPoint, and Excel applications.

 

B. KNOWLEDGE, SKILLS, AND ABILITIES

Clerical – Knowledge of current office practices, methods, and procedures

Accuracy - Ability to type with speed and accuracy; maintain accurate records, prepare reports from such records and prepare accurate correspondence

Active Listening — Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

Reading Comprehension — Understanding written sentences and paragraphs in work related documents, including knowledge of business English, spelling, punctuation and mathematics.

Speaking — Talking to others to convey information effectively.

Communicating with Persons Outside Organization — Ability to understand and communicate the policies, procedures, and services of the department, division, or program.

Social Perceptiveness — Being aware of others' reactions and understanding why they react as they do.

Time Management — Managing one's own time and the time of others.

Writing/Typing — Communicating effectively in writing as appropriate for the needs of the audience.

Service Orientation — Actively looking for ways to help people.

Critical Thinking — Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

Technology - Ability to operate a variety of modern office equipment

 

C. PHYSICAL AND MENTAL REQUIREMENTS

 Ability to hear and understand conversation in a normal tone of voice. Use of senses which include sight and hearing.

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

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

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 stay in a bending, kneeling, or squatting position for a period of less than 10 minutes.

Ability to go from standing or sitting position to bending, kneeling, or squatting position.

Ability to walk and stand for periods longer than 15 minutes.

Ability to sit for periods 30 minutes or longer.

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

Ability to sit and type continuously for periods longer than 30 minutes.

Ability to look at a computer screen for long periods of time.

Ability to carry on conversations with public and other staff members.

Ability to handle more than one incoming phone call at a time.

 

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