Administrative Assistant II Job Description

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CHARACTERISTICS OF THE CLASS

Under the general direction of the Director of Finance, performs responsible administrative support work in assisting and carrying out the duties and activities of the Finance department. Incumbent is responsible for relieving the Director of Finance of the operational and administrative details and exercises considerable independent judgment within the scope of established policies and procedures. Position requires discretion and diplomatic skill in explaining policies and working effectively with City personnel, officials, and the public.

 

EXAMPLES OF DUTIES

A. ESSENTIAL FUNCTIONS

Relieves the Director of Finance of routine details; handles phone calls and inquiries from citizens and water and sewer customers regarding information about specific problems; researches bond files in response to questions from bond insurers and paying agents; handles and processes all routine correspondence, letters, memos, by drafting appropriate responses. Monitors all incoming correspondence for response dates and follows up to see that a response is prepared.

Schedules appointments; arranges meetings; prepares staff meeting agendas; maintains smooth operations within the office; solves routine problems and answers staff questions.

Handles difficult and/or technical correspondence including contracts and legal documents (i.e., ordinances, resolutions, investment and banking contracts, and consultant contracts); maintains accurate records, statistical reports, and Finance department files.

Handles confidential and/or sensitive materials with regard to Finance employees and customers.

Assists with the preparation of the Comprehensive Annual Financial Report, compiling, bookmarking, and publishing the final document for distribution.

Provides administrative support to the Payroll/Pension Manager which includes typing agendas, notices and applicable materials, and preparation of letters.

Provides administrative and clerical support to all Finance divisions as needed.

Distributes incoming mail to applicable Finance staff.

Monitors and purchases office supplies as necessary.

Maintains Finance administration filing system.

Handles vendor purchasing cards, including notification of card number and maintaining physical cards.

Prepares and maintains grants-in-aid contracts, purchase orders, and correspondence.

Coordinates administrative record retention for all Finance divisions.

 

REQUIREMENTS

A. TRAINING AND EXPERIENCE

High school graduation or equivalent, and a minimum of 5 years of advanced secretarial or administrative assistant experience. Proficiency in Microsoft Word, Excel, Power Point, and Adobe Acrobat required. Typing test from CareerSource Brevard must be submitted with employment application to be considered.

 

B. KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of the duties, functions, jurisdiction, and responsibilities of the City government.

Knowledge of procedures, policies, practices, rules and regulations governing administrative functions and their interpretations.

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

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.

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

Skill in making and verifying mathematical calculations.

Skill in dealing effectively and courteously with City Officials, Department Directors, the general public, other agencies, and fellow workers.

Skill in transcribing dictated or handwritten material.

Ability to prepare purchase requisitions and perform financial inquiries utilizing an integrated financial software system.

Ability to type at the rate of 65 correct words per minute.

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

Ability to compose effective and accurate correspondence and reports and to deal with non-routine matters without assistance from the supervisor.

Ability to follow complex written and oral directions.

 

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, comprehend, and clearly speak the English language.

Ability to see, read, and comprehend writing and computer printouts in English.

Ability to print or write cursive letters, numbers and words legibly in English.

Ability to assemble and distribute documents, including agendas, minutes, comprehensive annual financial reports, bond closing documents, etc. with speed and accuracy.

Ability to sit for long periods of time.

Ability to stand for short periods of time.

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.

 

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