Administrative Assistant II Job Decription

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CHARACTERISTICS OF THE CLASS

Under the direction of the Community Development Director performs specialized and responsible administrative work. Incumbent is responsible for relieving the department head 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

Handles clerical details, including stenographic or transcription duties, and routine operational administrative matters; transmits orders and instructions with the authority of the supervisor.

Performs public relations functions with the public, department heads, City officials, and other personnel; schedules and coordinates meetings, conferences, and appointments for the department or division head.

Prepares and maintains departmental records, correspondence, and reports for meetings, notices, agendas, and other matters; take’s and transcribes minutes of meetings.

Prepares replies to correspondence from dictation, instructions, or on own initiative; compiles and prepares reports; searches files and other sources to develop background materials; assists in a variety of office tasks.

Makes travel arrangements and maintains record of itinerary. May process necessary supplies and services.

Monitor office and departmental supplies and order when necessary.

Monitor’s departmental budgets and prepares appropriate documents for payment.

 

B. MARGINAL FUNCTIONS

Prepares files for microfilming (remove staples and paper clips, reduce and copy site plans from files to legal size paper).

Begin the preparation of the Department Budget; discuss with the Department Head, complete and type it.

Assists citizens with various zoning questions and involves appropriate staff as necessary.

 

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 transcribing recorded material.

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 such as copier, microfilm, computer terminal, word processors, calculator, dictaphone, and typewriter.

Ability to type with speed and accuracy.

Ability to attend morning and evening meetings and takes minutes.

 

C. PHYSICAL AND MENTAL REQUIREMENTS

Ability to hear, speak and understand conversation in English 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 stay in a bending, kneeling, or squatting position for a period of less than 10 minutes.

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

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.

 

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