Job Details

Administrative Assistant

The Administrative Assistant performs experienced clerical work supporting defined activities within a City department/division. An employee in this class is responsible for performing a variety of complex clerical and administrative functions, which require the application of some independent judgment. Supervision is received from an administrative official primarily through review of completed work. Work is evaluated through review of results attained.

Minimum Preparation for Work:

• Graduation from high school or equivalent; and
• Four (4) years of experience providing clerical assistance with the daily operations of an office.
• Or combination of education, training, and/or work experience equal to or higher than the requirements listed as determined by Human Resources.

Necessary Special Requirements: Possession of an appropriate driver license for equipment operated and any license, training or certification required by law or regulation to complete assigned tasks.

Nature of Work: This is experienced clerical work supporting defined activities within a City department/division. An employee in this class is responsible for performing a variety of complex clerical and administrative functions, which require the application of some independent judgment. Supervision is received from an administrative official primarily through review of completed work. Work is evaluated through review of results attained.

Examples of Work:

• Oversees and coordinates primarily one functional area of a large department/division or several functions for a smaller department/division which may include payroll, budget, purchasing, account payables, property inventory, accounts receivables, or other specific functions as designated by the Director/Administrator.
• Processes invoices which may include creating, tracking, and revising purchase orders and request for payments as well as sending and receiving payments to reconcile accounts.
• Assists with budget preparation to include processing budget transfers.
• Maintains, creates, and modifies spreadsheets, records, and reports as needed to track inventory, log payments, log project statuses, and other information.
• Prepares and processes travel requests, personnel action forms, payroll, and other employee related documentation.
• Monitors, logs, and assists with required reporting and oversight of grants received by assigned functional area(s).
• Receives and responds to requests from public and from other employees regarding information related to functional area(s).
• Drafts and processes various correspondence for functional area(s) to include memos, work orders, and transcription of meetings as needed to distribute information.
• Oversees and coordinates work completed and compliance of vendors as related to bid process, service contracts and agreements.
• Orders supplies, tracks inventory, and maintains files and reports associated with daily operation of assigned functional area(s).
• Performs other duties as assigned.

Knowledge, Skills and Abilities:

• Knowledge of entry level bookkeeping, accounting principles, procedures, terminology and methods as needed to complete such tasks as processing invoices, filings reimbursements, entering payroll and other associated financial functions.
• Knowledge of Federal, State, and City laws, rules, regulations, and policies as needed to ensure compliance with established mandates associated with assigned functional area(s).
• Ability to make sound judgments and recommendations based on objective observations and analysis as needed to effectively oversee and coordinate assigned functional duties.
• Ability to recognize if/when a decision can be made or if it should be escalated to a higher level manager for input.
• Ability to perform complex mathematical computations such as percentages, fractions, exponents, and rounding with speed and accuracy as needed to ensure the integrity of data.
• Ability to be detailed in completion of job tasks as needed to ensure the integrity of information and allow for accurate data to be provided to management for consideration and effective decision making.
• Ability to operate office equipment associated with assigned function(s).
• Ability to organize and interpret data and write reports in various formats such as spreadsheets, charts, PowerPoint presentations and other instruments as needed to present information related to assigned functional area(s).
• Ability to establish and maintain effective working relationships with associates and the general public.

Mental and Physical Requirements: While performing the duties of this job, the employee is regularly required to use hands and fingers to hold or feel, reach with hands and arms, walk, talk and hear. The employee is occasionally required to stand, sit, climb, balance, stoop, and crouch. Specific vision abilities include near distance, far distance, color, peripheral vision, and depth perception. Work Environment: The noise level in the work environment is usually moderate. Some jobs may require an employee to be exposed to outside weather conditions, wet and/or humid conditions.