Administrative Assistant

Essential Duties and Responsibilities

• Performs a wide range of office support functions using independent judgment in applying existing policies and procedures to complete assignments and respond to non-routine inquiries and explain department/division services, policies, procedures and rationale for decisions to customers.
• Serves as a point of contact for staff and/or the public to know who’s doing what and where, and to coordinate office functions and perform clerical/secretarial/administrative support duties with considerable independence and discretion in applying policies and procedures.
• May be assigned to manage and maintain one or more department specific databases, requiring knowledge of department programs and objectives.
• Researches, compiles and organizes materials/data for staff use and/or prepare reports or presentations.
• Composes correspondence on own initiative or from general instructions, formats and types a variety of sensitive, confidential, official and/or legal letters and documents.
• Aids in invoicing, processing accounts payable and accounts receivable, payroll and time records and includes preparing required reports (daily, monthly, annually), and maintaining related files.
• Maintains office records and files, coordinates communications, and provides support for various meetings.
• May be assigned special projects.

Acceptable Experience, Training, Licenses and/or Certifications

• High school diploma or GED;
• Preferred Associate's Degree in Office Practices or related field;
• Three (3) years related administrative support experience, preferably in a governmental environment.

Classification Requirements

• Knowledge of:
• Department programs, objectives, policies and procedures;
• Customer service principles and procedures;
• Database management;
• Principles and procedures of record keeping and reporting;
• Modern office functions, management, processes and procedures;
• Operation of standard office equipment and a personal computer and job-related software applications for word processing, spreadsheets, Desktop Publishing And Other Required Applications.
• Skill and Ability to:
• Coincordinate and monitor administrative functions to ensure efficient and accurate work flow and related products;
• Interpret, apply and explain complex information such as regulations, policies and procedures as needed to assist customers or other staff;
• Maintain files, records and department contracts;
• Answer inquiries and provide information to the public, other City departments, businesses and private individuals.