CHARACTERISTICS OF THE CLASS
Under the direction of the Management Services Director, performs high-level administrative support by assuring smooth daily operations of the Department, conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, scheduling meetings, organizing and maintaining paper and electronic files. Incumbent is responsible for relieving the Director of Management Services of 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.
A. ESSENTIAL FUNCTIONS
Answer telephones, greet visitors, and handle their inquiries or direct them to the appropriate person according to their needs.
Use computers for various applications, such as spreadsheets, power point presentations, database management, process mapping and word processing.
Operate office equipment and arrange for repairs when equipment malfunctions.
Set up and manage paper and electronic filing system, serve as the records custodian for the Department, retain or dispose of records according to Public Records requirements and City Administrative policy.
Schedule and confirm appointments for the Management Services Director and Division Managers. Maintain department scheduling and event calendars.
Compose, prepare and distribute meeting agendas, notes, routine correspondence or reports.
Open, read, route and distribute incoming mail or materials, and provide routine responses and prioritize as needed.
Review work done by others to check for correct spelling and grammar, format as needed and recommend revisions
Assist Department Director and divisions in annual budget preparation by coordinating Director review of division submissions with supporting documentation
Assist Department division managers with purchasing process for approved items
Complete Department agenda materials for City Council action
Research information as needed for department projects
Create, format and distribute Department quarterly newsletter to internal customers
Compile and format annual Department report
Order, distribute and maintain appropriate levels of office supplies
Learn to operate new office technologies as they are developed and implemented.
Perform payroll functions such as maintaining timekeeping information and processing and submitting payroll. Review Division payroll for Management Services Director approval. Maintain copies of department’s comp time logs.
Process invoices for p-card transactions and accounts payable.
Arrange for conference, meeting or travel reservations for Department staff. Prepare travel documents and forms for approval.
Plan and manage special events such as the bi-annual Service Award, training graduation events, other Department events.
Coordinates and serves as liaison on special projects assigned to the Management Services Director, including preparation of materials, charts, and reports.
Provides administrative support to four Management Services divisions as needed, including scheduling, purchasing, research on special projects and report preparation.
Assists Management Services Division Managers with routine matters due to shortage of employees or unexpected absences.
Provides major support as needed to meet departmental deadlines.
Performs other work as required.
A. TRAINING AND EXPERIENCE
High school graduate with a minimum of five (5) years’ experience as an administrative assistant in comparable organization. Position requires discretion and diplomatic skill in representing policies and working effectively with City personnel, officials, and the public. Demonstrated proficiency in Microsoft Office suite of software applications, business writing skills, office grammar and spelling.
B. KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of business English, spelling, punctuation, and mathematics.
Knowledge of current office practices and procedures in planning and organizing work to meet goals and objectives.
Skill in the use of a personal computer and various applications programs.
Skill in communications, including proficiency in English, grammar, and sentence structure.
Ability to make independent decisions, assist in routine managerial decisions, and delegate assignments at the request of the Director of Management Services.
Ability to deal with non-routine matters.
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 administrative procedures.
Ability to compose effective and accurate correspondence and reports and to provide complicated or detailed information through written and verbal communication.
Ability to operate modern office equipment such as copier, computer, calculator, telephone, fax machine, and typewriter.
Ability to work quickly and accurately to meet deadlines.
Ability to type at the rate of sixty five correct words per minute.
C. PHYSICAL AND MENTAL REQUIREMENTS
Ability to apply common sense understanding to carry out detailed written or oral instructions. Ability to deal with problems involving variables and make decisions within established guidelines.
Ability to read and understand information in policies and procedures and make proper application in the carrying out of duties and responsibilities.
Ability to collect and organize data and review and analyze the information and make recommendations within established guidelines.
Ability to reason and recognize issues that may have an impact to established goals and objectives.
Ability to perform basic mathematical computations involving addition, subtraction, multiplication and division.
Ability to hear and understand conversation in English in a normal tone of voice. Requires hearing ability for use of telephones, "voice processing", and oral instructions.
Ability to see and read letters, numbers, words, characters or symbols which are both large and small, as well as identify colors.
Ability to print letters, numbers, words, characters, and symbols - must be legible and understood by others.
Ability to speak in a manner that can be easily understood by others.
Ability to use hands and fingers to touch or grasp objects.
Ability to bend, kneel, squat, or reach overhead for books or supplies.
Ability to sit for long periods of time not to exceed four (4) hours at one time.
Ability to work under stressful conditions of multiple deadlines and short deadlines.
Ability to be flexible and change priorities at a moment's notice.
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