Administrative Assistant I Job Description

Print
Press Enter to show all options, press Tab go to next option

CHARACTERISTICS OF THE CLASS

Under the general supervision of the Assistant City Engineer. This position performs a variety of secretarial, clerical, administrative, and record keeping 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. Work assignments are received both orally and in writing. Work is reviewed by observation and for results obtained. Performs other work as required.

 

EXAMPLES OF DUTIES

A. ESSENTIAL FUNCTIONS

Prepares and types a variety of forms, records, statements, and reports, including correspondence, requisitions, briefs, bulletins, agendas, and various other items. The majority of typed work is by computer.

Acts as receptionist; receives monies; receives and dispenses information by telephone, letter, or by direct contact with the public; explains departmental programs.

Prepares, processes, and maintains various charts, records, reports and files.

May perform other duties unique to the department, division or program that are technical in nature.

Processes, maintains, records, and prepares reports for transactions, involving the application of knowledge gained through experience; such as governmental records, progress reports, and reports relating to the activities of the department.

Opens and distributes the department’s mail.

 

B. MARGINAL FUNCTIONS

Provides backup to Principal Secretary as needed.

Takes and retrieves mail to pickup point in building.

 

REQUIREMENTS

A. EDUCATION AND TRAINING

Education equivalent to completion of the twelfth school grade, supplemented by courses in business office practices, and two years general office experience at the full performance level or any equivalent combination of acceptable education and experience.

 

B. KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of advanced word processing.

Knowledge of the procedures, duties, and responsibilities of the unit of operation to which assigned.

Knowledge of current office practices, methods, and procedures.

Knowledge of business English, spelling, and arithmetic.

Ability to maintain records and to prepare reports from such records.

Ability to understand and communicate the policies, procedures, and services of the department, division, or program.

Ability to establish and maintain effective working relationships with other City employees and the general public.

Ability to operate a variety of modern office equipment such as typewriter, personal computer, and FAX machine.

Ability to type with speed and accuracy.

Ability to interpret cursive writing by others

Most of the work done is with little or no supervision.

Requires a good memory.

 

C. PHYSICAL AND MENTAL REQUIREMENTS

Ability to bend over to file and lift files out of cabinets.

Ability to bend and stretch to rearrange files in cabinets.

Ability to sit for periods of up to one hour consecutively.

Ability to operate office equipment which include a personal computer, typewriter, calculator and telephone. Requires the use of hands, wrists, and fingers.

Ability to get up and down, and move about repeatedly throughout the working day.

Ability to bend and kneel periodically.

Ability to read in English small print.

Ability to hear and comprehend conversation spoken in English in a normal tone of voice.

Ability to work at and read a computer screen for periods of time not to exceed two (2) hours at one sitting.

Ability to deal with and work effectively with the stress that relates to angry or irate customers on occasions.

Ability to occasionally deal with undesirable conditions such as heat, cold, and unpleasant odors in the workplace.

 

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