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 a supervisor within the Code Compliance Division of the Fire 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. Assignments usually consist of statements of desired objectives. Work is reviewed by observation and for results obtained. Performs other work as required.

 

EXAMPLES OF DUTIES

A. ESSENTIAL FUNCTIONS

Types a variety of forms and reports, including correspondence, requisitions, bulletins and various other items.

General filing - numerical and alphabetical including maintenance of records retention files.

Explains departmental programs associated with permit process to the public.

Explains state and local requirements and codes required as they relate to permit processing.

Receives and dispenses information by telephone and direct contact with the public.

Explains procedures for Division Boards and associated applications and requirements.

Prepares purchase orders.

Prepares bank deposits.

Prepares daily cash sheets.

Maintains records and files for Division Boards.

Attends board meetings as recording secretary. Requires evening meetings.

Prepares agendas, minutes, liens, billing requests, statement of facts, affidavits of violation, final orders and other related documents for Division Boards.

Prepares and maintains Fire Investigation Reports and files. Prepares division payroll

B. MARGINAL FUNCTIONS

Notarizes department related documents.

May be called on to fill in for the staff supervisor when needed.

Responsible for the care and maintenance of laser printers and division copy machine.

 

REQUIREMENTS

A. EDUCATION AND TRAINING

Education equivalent to completion of the twelfth school grade 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 the procedures, duties, and responsibilities of the area of operation to which assigned.

Knowledge of current office practices, methods, and procedures.

Knowledge of business English, spelling, and arithmetic.

Knowledge of MUNIS Financial system.

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.

Ability to type with speed and accuracy.

Ability to operate a personal computer for data-entry and word processing.

Knowledge of Microsoft Office programs.

Ability to learn complex tasks and remember how to complete tasks without assistance once trained.

Ability to perform clerical work of routine difficulty.

C. PHYSICAL REQUIREMENTS

Ability to hear, speak and understand conversation in English in a normal tone of voice. Use of senses, which include sight, smell, hearing and touch.

Ability to see and read letters, numbers, words, characters or symbols, both large and small as well as identify colors.

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 periods less than 10 minutes.

Ability to move back and forth and sideways while in a bending, kneeling, or squatting position.

Ability to lift, carry, push or pull items which weight up to 20 lbs. over uneven terrain, up/down stairs or ladders.

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

Ability to carry items for a distance, which ranges from 10 feet to no more than 300 yards.

Ability to go from a standing or sitting position to a bending, kneeling, or squatting position, or vice-versa, periodically.

Ability to lift items (weighing less than 40 lbs.) above the head or down from over the head.

Ability to walk, stand, and sit for periods longer than 30 minutes. Walk continuously for more than 5 minutes at a time.

Ability to hold items (weighing between 1-10 lbs.) for a period less than 10 minutes.

Ability to stand in a stationary position for more than 30 Minutes at a time. May need to remain seated for more than 30 minutes 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