Job Abstract

Under general supervision, performs and coordinates a variety of highly responsible, confidential, and complex clerical and administrative support functions in assistance to a Department Head; maintains and manages the Department Head’s appointment schedules and calendars; discreetly handles and processes confidential forms and information; reviews data, documents, and reports; interprets and responds to questions regarding Department specific policies and procedures; assists the public by providing information; directs public requests to appropriate City administrators; sorts, logs, and maintains financial records and other documents including accounts payable; prepares Board and/or Commission agendas and runs reports for management and other departments as needed; leads and provides work direction to administrative support staff assigned to the Department; takes notes and meeting minutes; answers phone calls; represents the Department and/or the City in a variety of committees as assigned; performs other related duties as required.

CLASS CHARACTERISTICS

SUPERVISION EXERCISED

The incumbent receives general supervision from their assigned Department Head and may provide functional lead-level direction to subordinate administrative support employees.

ESSENTIAL FUNCTIONS

• Performs a wide variety of routine, confidential, and complex office, clerical, and administrative support tasks in support of the Department and other administrative staff; maintains calendars and schedules for appointments; schedules meeting and special event arrangements in accordance with established criteria; coordinates travel arrangements as directed.
• Demonstrates an understanding of applicable policies, procedures, and work methods associated with assigned duties; responds to questions and concerns from the general public; provides information as appropriate; receives visitors and telephone calls, directing them to the appropriate information source and authority; represents the City to all callers and visitors in a professional and customer friendly manner.
• Prepares correspondence from dictation, verbal instruction or hand-written copy, or initiates routine correspondence in accordance with established policy; composes, types, and distributes complex reports, documents, or other materials such as proclamations and legislative letters from the Department Head and the Department’s assigned Board or Commission Members; facilitates transmission to other offices and agencies; serves as liaison with departments and requests action of department staff in the name of the Department Head.
• Assists the Department with a variety of administrative tasks using discretion and independent judgment in accordance with general direction; serves on a variety of committees on behalf of the Department; conducts research and provides recommendations regarding special project activity; may direct other staff in the course of performing assigned tasks.
• Maintains financial records, running reports for management and recording a wide range of financial transactions including accounts payable; assists in the preparation of the department budget by preparing budget documents, estimating cost increases, submitting budget data for review, and tracking expenditures; purchases goods and supplies; prepares and reviews purchase orders processed for payment through the City’s finance system; processes payroll for various departments/divisions as required.
• Provides assistance to the Department Head and the Department’s assigned Board or Commission Members for public appearances, including gathering information and resources for public presentations; assists with the preparations for the Department’s assigned Board or Commission members and annual reorganizations; assists with the coordination of special events on behalf of the Department.
• Establishes and/or maintains filing and retrieval systems for inter-related files and records; utilizes computers to enter and prepare a variety of documents, including general correspondence, reports, memos, and fliers from rough drafts or verbal instructions; operates other standard and automated office equipment, including a variety of word processing and software applications.
• Establishes positive working relationships with representatives of community organizations, state/local agencies, City management and staff, and the public.
• Performs related duties as required.

QUALIFICATIONS

Education and/or Experience

• Education: Associate degree supplemented by specialized training in the clerical/secretarial occupational field.
• Experience: Five (5) years of responsible governmental administrative support experience. (Additional experience may be substituted for educational requirements on a year-for-year basis).

Licenses or Certification

Knowledge, Skills, and Abilities

Knowledge

• Administrative support and general office methods and techniques including filing, records processing, and maintenance procedures and systems;
• Preparation of complicated documents requiring specialized typing;
• Operation of a variety of office equipment, applications, and software systems.

Ability

• Communicate clearly and concisely, both orally and in writing;

• Maintain accurate records;
• Analyze situations carefully and adopt effective courses of action;
• Understand the operation of the Department and outside agencies;
• Compose correspondence with little direction and oversight;
• Represent the Department/Department Head in a variety of committees and events;
• Interpret and apply rules, regulations, legislation, and policies;
• Understand and follow verbal and written directions;
• Enter data accurately and at an acceptable rate of speed;
• Operate a computer and use a variety of computer software;
• Prioritize and follow up on work assignments;
• Meet critical deadlines;
• Work independently and as part of a team;
• Compile and maintain complex records and files;
• Edit documents for correct English grammar, punctuation, and spelling; conduct research;
• Maintain confidentiality of records and information; interpret, explain and apply applicable laws;
• Comply with established guidelines;
• Communicate effectively with a variety of personnel and establish and maintain effective working relationships.

Environmental Conditions:

• Work is performed primarily in a standard office setting;
• Incumbents may be required to work extended hours including evenings and weekends from time-to-time.

Physical Conditions

• Prolonged sitting and regular standing, walking, reaching, twisting, turning, kneeling, bending squatting and stooping in the performance of daily activities.
• Grasping, repetitive hand movement and fine coordination in preparing reports using a computer keyboard.
• Near and far vision in reading written reports and work related documents.
• Acute hearing is required when providing phone and personal service.
• Lift, drag and push files, paper and documents weighing up to 20.

Some requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.