GENERAL PURPOSE
Under general supervision, performs a variety of
difficult, responsible and specialized administrative
and office support functions; creates and maintains
specialized reports, records and files required in
connection with department work processes; interacts
with City personnel and the public on technical matters;
and performs related duties as assigned.
DISTINGUISHING CHARACTERISTICS
Incumbents in this class perform a variety of functions
that require a thorough knowledge of the terminology,
procedures and practices for their functional areas,
with a significant degree of independence and
accountability for results. Confidential incumbents
provide secretarial services to a department manager.
Represented incumbents provide secretarial services to
supervisors and/or other staff. Administrative Assistant
is distinguished from Executive Assistant in that an
incumbent in the latter class provides difficult,
sensitive and confidential administrative and office
support to a department head or chief.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The duties listed below are intended only as
illustrations of the various types of work that may be
performed. The omission of specific statements of duties
does not exclude them from the position if the work is
similar, related or a logical assignment to this class.
Performs difficult technical and administrative work
with a considerable degree of independent accountability
in support of a department's core functions and
processes, examples of which include:
o Receives and screens visitors, telephone calls or
e-mails, providing general and specialized information
regarding departmental functions that may require the
use of judgment, tact and sensitivity and the
interpretation of policies, rules and procedures;
skillfully handles complaints and inquiries; researches
and responds to requests or refers complaints and
requests to other staff when warranted.
o Designs, organizes and maintains specialized and
custom forms, records, reports, files, databases,
manuals and logs to support technical work processes in
areas of assigned responsibility; designs, develops and
maintains spreadsheets requiring data interpretation and
manipulation; creates, maintains and updates file
systems and indexes; researches and assembles
information from a variety of sources for the completion
of specialized forms and technical reports; develops and
maintains applicable databases to support department
functions; copies, compiles and distributes contracts,
reports, documents and other materials.
o Performs departmental payroll or other personnel
administrative duties; calculates and verifies timesheet
accuracy and compliance with City policies and
procedures; enters payroll information into City payroll
and, if applicable, department-specific databases;
reviews and reconciles payroll reports with departmental
reports; distributes payroll to divisions or management;
reviews and verifies time-off requests and maintains
department attendance and time-off records in applicable
databases or other records; types, processes or
maintains personnel documents, such as personnel action
forms and performance appraisals; tracks and notifies
management of employee performance appraisal dates;
maintains comprehensive, current departmental personnel
files; generates and distributes related payroll,
attendance and personnel reports to management and
others authorized to receive information.
o May collect, count and balance fees or monies for
payment and issue receipts.
o Provides budget development and administration support
and assistance; assists in gathering and analyzing data
and information, develops and compiles supporting
documentation and provides other support and assistance
in preparation of department's annual budget; maintains
and updates department budget database; monitors and
verifies department budget balances; reconciles monthly
budget reports. Within City and department policies and
procedures, performs purchasing and other financial
duties; obtains and, when assigned, evaluates and
recommends the award of bids, selecting appropriate
vendors and suppliers; reviews, verifies, tracks and
processes purchase requisitions, purchase orders,
invoices, credit card charges, tuition reimbursements,
procurement logs or check requests; obtains designated
approvals for all transactions; enters and maintains
related information in the City's financial database and
departmental spreadsheets and records.
o Drafts and/or types assigned committee or staff
meeting agendas and, as appropriate, assembles agenda
packets; attends assigned meetings with manager or other
staff and representatives of other City departments or
external contacts; takes, transcribes and distributes
minutes; actively participates in staff meetings and
follows-up on assignments distributed.
o Schedules assigned appointments, meetings and
conferences for managers, council members, other
assigned staff, applicants or conference rooms;
coordinates arrangements and, as necessary, sets up
meeting rooms; notifies meeting participants; as
appropriate, assembles meeting materials.
o Arranges and coordinates travel and training and
conference registration for assigned staff or council
members; completes and processes travel documents,
including travel requests, travel expense forms and
travel reimbursements.
o From rough notes, drafts, dictation, audiocassette
tapes (e.g., police interview or interrogation process)
or brief oral instructions, types, formats, edits,
revises, proofreads and prints reports, correspondence,
transcriptions, memoranda, agreements, agendas,
contracts, legal documents, council correspondence and
reports, technical charts, tables and other specialized
materials ranging from routine to complex; creates
materials for public presentations; composes
correspondence, reports and informational materials;
proofreads and checks typed and other materials for
accuracy and completeness and for compliance with
policies and regulations.
o Reviews, determines the priority of and routes the
department's incoming correspondence.
o May provide lead direction to assigned support staff;
organizes, plans and schedules the work of assigned
staff; with assigned staff, develops, implements and
monitors work plans to achieve goals and objectives;
monitors day-to-day work performance of assigned staff;
provides detailed input and assists management in
evaluating the performance of support staff; trains and
guides staff on department methods, policies, procedures
and practices.
OTHER DUTIES
May perform other duties of similar difficulty requiring
knowledge of office administration practices and
procedures; correct English usage, including spelling,
grammar and punctuation; City organization, ordinances,
rules, policies and procedures applicable to
departmental operations; terminology, technical work
processes and local, state and federal requirements
applicable to areas of assigned responsibility; basic
functions of public agencies, including the role of an
elected council and appointed boards and commissions;
advanced uses of word processing, spreadsheet, database
and other standard software to create complex documents
and materials requiring the interpretation and
manipulation of data; the City's personnel policies and
labor contract provisions and timekeeping requirements;
budgeting, recordkeeping, filing and purchasing
practices and procedures. Establish and maintain
effective working relationships with City managers,
staff and others encountered in the course of work.
REQUIRED QUALIFICATIONS
High School Diploma or G.E.D. equivalent and three years
of increasingly responsible office administrative,
specialized administrative support or secretarial
experience. Type accurately at a speed necessary to meet
the requirements of the position.
DESIRED QUALIFICATIONS
Extensive knowledge of office administration practices
and procedures; principles and practices of sound
business communication; correct English usage, including
spelling, grammar and punctuation; terminology,
technical work processes and local, state and federal
requirements applicable to areas of assigned
responsibility; basic functions of public agencies,
including the role of an elected council and appointed
boards and commissions; advanced uses of word
processing, spreadsheet, database and other standard
software to create complex documents and materials
requiring the interpretation and manipulation of data;
budgeting, recordkeeping, filing and purchasing
practices and procedures.
PHYSICAL AND MENTAL DEMANDS
The physical and mental demands described here are
representative of those that must be met by employees to
successfully perform the essential functions of this
class. Reasonable accommodations may be made to enable
individuals with disabilities to perform the essential
functions.
Physical Demands
While performing the duties of this job, employees are
regularly required to sit, walk and stand; talk or hear,
both in person and by telephone; use hands repetitively
to finger, handle, feel or operate standard office
equipment; reach with hands and arms; and lift up to 25
pounds. An employee may occasionally be required to
stoop, bend, kneel or crouch. Specific vision abilities
required by this job include close vision, distance
vision, the use of both eyes and the ability to adjust
focus.
Mental Demands
While performing the duties of this job, employees are
regularly required to use written and oral communication
skills; read and interpret data, information and
documents; analyze and solve non-routine and complex
office administrative problems; use math and
mathematical reasoning; observe and interpret
situations; learn and apply new information or skills;
perform highly detailed work on multiple, concurrent
tasks; work under intensive deadlines with frequent
interruptions; and interact with City managers, staff,
customers, the public and others encountered in the
course of work, some of whom may be dissatisfied or
abusive individuals.
WORK ENVIRONMENT
The work environment characteristics described here are
representative of those an employee encounters while
performing the essential functions of this class.
Reasonable accommodations may be made to enable
individuals with disabilities to perform the essential
functions. Employees work under typical office
conditions, and the noise level is usually quiet.
Employees in certain assignments may occasionally be
exposed to loud or prolonged noise level, fumes or
airborne particles or work near moving mechanical parts
or equipment.
FLSA Status: Non-Exempt
Revised: 02/06
