Administrative Assistant I Job Description

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CHARACTERISTICS OF THE CLASS

Under the direction of the Public Works/Assistant City Manager, performs secretarial and clerical duties in connection with the management of the immediate office. Incumbent is responsible for relieving the supervisor of operational and administrative details. Work is performed with some independence within the scope of established policies and procedures. Work assignments are generally oral. Work is reviewed through observation, conferences, Periodic inspections, and for results obtained. Performs other work as required.

EXAMPLES OF DUTIES

A.     ESSENTIAL FUNCTIONS

Receives telephone calls and distributes incoming mail; greets callers; handles routine matters personally; routes more technical matters to the proper person or section.

Maintains the supervisor's calendar and arranges appointments; schedules meetings; may be required to complete errands involving City business.

Maintains records of correspondence both incoming and outgoing; follows up on work in progress; establishes and maintains subject matter files.

Obtains documents, files, and background information for the supervisor; may procure supplies, equipment, printing, and maintenance services.

Makes travel arrangements and maintains records of itinerary; orally relays messages and instructions from the supervisor to subordinates.

REQUIREMENTS

TRAINING AND EXPERIENCE

Graduation from high school, GED, or equivalent combination of training and experience. Experience in a wide scope of modern secretarial procedures and practices, stenography, or transcription, experience in public contact, previous experience in a secretarial position, or any combination of training and experience.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of Business English, spelling, punctuation, and mathematics.

Knowledge of modern office procedures and practices in planning and organizing work to meet goals and objectives.
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 as well as compose effective and accurate correspondence, reports, and similar materials and to deal with routine matters.

Ability to operate or learn the use of modern office equipment such as a copier, microfilm, computer terminal, word processing units, calculator, dictating machine, and typewriter.

Skill in typing with accuracy and speed, and skill in transcribing from oral dictation.

PHYSICAL AND MENTAL REQUIREMENTS

Ability to type on computers and typewriters for extended periods of time without rest.

Ability to hear noises and listen to radio transmissions while answering the telephone.

Ability to read, write, and type messages, files, forms, labels, etc, in the English language.

Ability to kneel, squat, sit, and stand for extended periods of time without rest.

Ability to lift and carry packages that weigh up to 20 pounds.

Ability to work under pressure of deadlines.

Ability to work accurately in a noisy and stressful environment.


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