Administrative Assistant II Job Description

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CHARACTERISTICS OF THE CLASS

Under the direction of the Public Works & Utilities Director, performs specialized and responsible administrative work.  Incumbent is responsible for relieving the Department Director 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

Handles clerical details, including transcription duties, and routine operational administrative matters; transmits orders and instructions with the authority of the Public Works & Utilities Director.

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

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

Schedules and coordinates meetings, conferences, and appointments for the Public Works & Utilities Director, Assistant Public Works & Utilities Director, and Utilities Engineer.  Coordinates calendar for Director.

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

Reviews incoming mail prior to forwarding to Director and other office staff.

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 the Utilities Director, Assistant Utilities Director, Utility Engineer, and Environmental Community Outreach Manager with research, presentations, reports, and various projects as requested.

Makes travel arrangements and maintains record of itinerary for Utilities Administration Staff.

Prepares division operating budget and maintains fiscal records; prepares invoices, check requests, and purchase orders for payment.  Assists in preparation of capital outlay schedule for division and capital improvement project schedule for department.

Assists division managers and other personnel daily with administrative matters.  Follows up on time sensitive issues within the department.

Monitors and purchases office equipment and supplies as necessary.

Organizes and maintains filing system.

 

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.  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.

 

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.

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, microfilm, computer terminal, word processors, calculator, typewriter, fax machine, and telephone.

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

C.    PHYSICAL AND MENTAL REQUIREMENTS

Ability to hear and understand conversation in English in a normal tone of voice.  Requires hearing ability for use of telephones 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 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.

 

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