Administrative Assistant

About the Department

POSITION TITLE                        ADMINISTRATIVE ASSISTANT

DEPARTMENT                            VARIOUS

EMPLOYMENT CATEGORY      REGULAR

EMPLOYMENT LEVEL               STAFF

DEFINITION

To perform a variety of highly responsible, confidential and complex technical, administrative and clerical duties for a Department Head; and to coordinate a variety of administrative support services for the department through creating and maintaining specialized reports, records and files; interact with City personnel and the public on technical matters.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from a Department Head. May exercise general supervision over administrative support personnel in assigned area.

Position Duties

EXAMPLES OF ESSENTIAL DUTIES

Duties may include, but are not limited to, the following:

• Reliable and dependable attendance and punctuality.
• Perform a wide variety of highly responsible, complex and confidential duties in support of the administration of a department or specific functional area.
• Receive, open, stamp and process incoming mail.
• Respond to calls and visitors with tact and diplomacy; respond to requests for sensitive information and assistance; resolve citizen concerns and complaints.
• Type, proofread and process a variety of documents, including those of a confidential nature.
• Prepare, distribute, and post agendas, minutes, resolutions and reports for a variety of meetings including Boards, Committees, Commissions, and other civic organizations; provide additional administrative support as necessary which may include the transcription of recorded or written information.
• May be required to attend night meetings and records proceedings.
• Drafts procedures and arranges for publication of legal notices.
• Coordinate and make travel arrangements for an assigned Department Head and staff; maintain appointment schedules and calendars; organize and arrange meetings, conferences and civic functions.
• May plan, organize, communicate and implement special City and department events.
• Develop, maintain and archive a variety of files and records for information related to department; maintain manuals and update resource materials. Participate in budget preparation and administration; monitor and track expenditures.
• Maintain various files and records for the assigned department.
• May plan, prioritize, assign, supervise and review the work of a Department’s support staff. 
• Maintain inventories and orders office supplies and materials. 
• Research, compile and analyze data for special projects. 
• Build and maintain positive working relationships with co-workers, other City employees and the public using principles of good customer service. 
• Perform other related duties as assigned.

• Business English; letter writing formats and technical report preparation.
• Modern office management practices and procedures including filing systems management and the operation of a wide variety of office equipment and computer software. 
• Applicable Federal, State, and local laws, codes, and regulations. 
• Functions and organization of municipal government. 
• Basic fiscal methods. 
• Principles of customer service. 
• Principles and practices of supervision, training and performance evaluations.

Ability to:

• Perform responsible and difficult administrative/clerical work involving the use of independent judgment and personal initiative. 
• Intermittently, review documents related to department operations; observe, identify and problem solve office operations and procedures; understand, interpret and explain department policies and procedures; explain operations and problem solve office issues for the public and with staff. 
• On a continuous basis, sit at desk and/or stand at counter for long periods of time; intermittently twist and reach office equipment; write and use keyboard to communicate through written means; run errands; lift or carry weight of 10 pounds or less. 
• Understand, interpret and explain department policies and procedures; explain operations and problem solve office issues for the public and with staff. 
• Interpret and apply administrative and departmental policies, procedures, laws and regulations. 
• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities. 
• Compile and maintain complex and extensive records and prepare a variety of reports. 
• Maintain confidential data and information for executive staff. 
• Establish and maintain effective working relationships with those contacted in the course of work. 
• Operate and use modern office equipment including a computer and related software. 
• Understand and apply basic principles and methods of public personnel administration. 
• Type, word process and take and transcribe recorded dictation at a speed necessary for successful job performance.
• Communicate clearly and concisely, both orally and in writing. 
• Supervise, train and evaluate assigned staff. 
• Understand and follow both oral and written instructions.

Minimum Qualifications

MINIMUM QUALIFICATIONS

• Must be age eighteen (18) by date of application.
• Equivalent to completion of the twelfth grade.
• Possession of a valid California Class C driver license.
• Three (3) years of increasingly responsible administrative support experience. 
• Type at a speed of 50 NWPM.

DESIRED QUALIFICATIONS

• Associate’s degree from an accredited college or university in Business Administration, or related field.