Administrative Assistant II Job Description

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CHARACTERISTICS OF THE CLASS

Under the direction of the Parks and Recreation Director, performs specialized and responsible secretarial work. Incumbent is responsible for relieving the department or division head of operational and 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. Performs other work as required.


EXAMPLES OF DUTIES

A.    ESSENTIAL FUNCTIONS

Completes daily cash sheets and petty cash reports; maintains cash balances and petty cash expenditures.

Issues express purchase orders as needed. Copy warehouse requisitions as needed. Obtains quotes and prepares purchase requisitions, processes invoices and tracks status of P.O.’s for the Divisions within the Parks and Recreation Department.

Maintains budget balances for Divisions within Parks and Recreation and initiates budget adjustments when necessary.

Issues check requests, travel requests, and personnel requisitions for Department.

Assist with preparation and inputting of annual capital outlays, budgets, CDBG’S and CIP's for Divisions within Parks and Recreation.

Performs public relations functions with the public, department heads, City officials, and other personnel; schedules and coordinates meetings, conferences, and appointments for the department or division head.

Performs clerical duties for the Department including opening and distributing mail, copying, filing, answering phone inquiries, and typing.

Oversees departmental payroll.

Monitors departmental function charges as they relate to various activities sponsored by the Department.

Generates a variety of detailed and complex reports and analyses.

Monitors revenue collection to ensure procedures are followed.

Performs as Department liaison between Accounting, Revenue, Purchasing, General Services, vendors, etc. to maintain positive communication.

Provides fee collection support for special events.

Prepares and maintains departmental records, correspondence, and reports for meetings, notices, agendas, and other matters; may take and transcribe minutes of meetings.

 

B.    MARGINAL FUNCTIONS

Travels to City Hall to meet with other Departments oversee general office procedures. Works the front desk.

REQUIREMENTS

A.    TRAINING AND EXPERIENCE

Education equivalent to completion of the twelfth school grade, and three years secretarial experience at the full performance level, or any equivalent combination of acceptable training, education, and experience.

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 transcribing dictated material via stenography, speedwriting, stenotype, or voice tape.

Skill in the use of a personal computer and various applications programs.

Ability to make independent decisions and to assist in routine Managerial decisions.

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.

Ability to deal with non routine matters.

Ability to operate modern office equipment such as copier, personal computer, calculator, Dictaphone, and typewriter.

Ability to type with speed and accuracy.

Skill in formulating and maintaining spreadsheets for the various cost centers.

Ability to reconcile accounts and potential problems.

C.    PHYSICAL AND MENTAL REQUIREMENTS

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 use a typewriter or computer keyboard and type at a specific rate of speed which requires the use of fingers and hands.

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

Ability to lift, carry, push or pull items which may weigh between one and 15 lbs.

Ability to carry items from one point to the other for a distance which may range from less than 10 feet to not more than 300 yds.

Ability to bend, kneel, or squat and stay that way for periods between one and ten minutes.

Ability to move back and forth and sideways while in a bending, kneeling, or squatting position.
 
Ability to sit and type continuously for periods longer than 30 minutes.

Ability to carry on conversations with public and other staff members.

Ability to work in a busy environment and around noise.



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.

Revised - 3/28/16