Administrative Assistant II Job Description

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CHARACTERISTICS OF THE CLASS

Under the direction of the City Engineer, performs specialized and responsible secretarial work in assisting and carrying out the duties and activities of the Engineering Department. Position is responsible for relieving the City Engineer and staff of operational and administrative details and exercises considerable independent judgment 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 transcription duties, and routine operational administrative matters; transmits orders and instructions with the authority of the City Engineer.

Receives telephone calls; greets callers; responds to citizens asking for specific information.

Performs public relations functions with the public, Department Heads, City Officials, and other personnel.

Schedules and coordinates meetings, conferences, and appointments; coordinates calendar for City Engineer.

Prepares and maintains departmental records, correspondence, and reports for meetings, notices, agendas, and other matters; may take and transcribe minutes of meetings. Included with departmental records are the engineering consultant task order records and the Citywide Homeowners Association list.

Reviews incoming mail prior to forwarding to City Engineer and other office staff. Monitors all incoming correspondence for response dates and follows up to see that a response is prepared.

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. Assists in preparing and submitting reports to regulatory agencies.

Assists Director, division heads and other personnel daily with administrative matters; follows up on time sensitive issues within the department; maintains smooth operations within the office; solves routine problems and answers staff questions.

Assists in the preparation and submittal of Engineering’s City Council agenda items; coordinates and processes agenda related documentation following City Council approval; compiles data necessary to generate Engineering’s monthly activity report.

Handles confidential and/or sensitive materials with regard to Engineering employees and maintains employee personnel files.

Processes bi-weekly payroll for Engineering Department. Logs vacations and leave for the Engineering Division on the Engineering calendar. Reports FMLA absences to Personnel.

Prepares and assembles specifications for City projects. Schedule CIP preconstruction conferences.
Assists the City Engineer with research, presentations, reports, and various projects as requested. Coordinates work assignments of clerical staff.

 

B. MARGINAL FUNCTIONS

Prepares files for microfilming (Remove staples and paper clips, prepare construction plans for archiving.

Updates and maintains Departmental copies of City Code and Administrative Policies.

Assume duties of Senior Secretary and Accounts Clerk in their absence.

 

REQUIREMENTS

A. TRAINING AND EXPERIENCE

Education equivalent to completion of the twelfth school grade and three years advanced secretarial or administrative assistant experience at the full performance level, or any equivalent combination of acceptable training, education, and experience. Must possess and maintain a valid State of Florida driver’s license. Applicants who possess a valid out of state driver’s license must obtain the Florida driver’s license within 10 days of employment. Proficiency in Microsoft Word, Excel, Power Point, and Adobe Acrobat required.

 

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.

Skill in communication, including proficiency in English, grammar, and sentence structure.

Skill in preparing and editing Word, Excel, and Power Point documents. Skill in compiling and publishing documents utilizing Adobe Acrobat.

Ability to exercise independent judgment and sensitivity on complex and confidential administrative, technical, and secretarial tasks.

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 and to deal with non routine matters without assistance from the supervisor.

Skill in operating modern office equipment; such as, calculator, personal computer, copier, scanner, and other standard office equipment.

Ability to type at the rate of sixty five correct words per minute.

 

C. PHYSICAL AND MENTAL REQUIREMENTS

Ability to work under pressure and in stressful situations.

Ability to meet specific deadlines upon demand.

Ability to maintain a high level of concentration with continual interruptions.

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

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 stand and/or stoop for approximately 10 minutes at a time to reach file drawers – also ability to walk to copier, printer, and fax machine.

Ability to occasionally sit in chair for an extended period of time to complete reports by deadlines.

Ability to assemble and distribute documents, including agendas, minutes, agenda memos, etc. with speed and accuracy.

Ability to lift items weighing up to 20 lbs. and carry them short distances.

Ability to grasp awkward and heavy files and transport them short distances.

May be required to bend, kneel or squat for short periods of time.

May be required to operate an automobile to run errands for office.

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 use hands, wrists, and fingers as used to operate office equipment.

Ability to learn, comprehend, and remember tasks without continued supervision.

Ability to deal with deadlines and maintain working composure.

 

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