ADMINISTRATIVE ASSISTANT III - DEPT. OF PUBLIC WORKS

Administrative Assistant III - 1070

Grade - 106

Pay Range - $22.41 - $31.95/hr - plus a comprehensive benefits package

General Statement Of Duties:

Performs a variety of general office clerical and confidential administrative support duties for a Department Head within a municipal Department including directing and disseminating information on departmental services to other departments and/or divisions, the media, and general public; performs directly related work as required.

Distinguishing Features Of The Class:

The principal function of an employee in this class is to provide clerical and administrative support to a Department Head in addition to deliver and promote quality and effective customer service to the public through active problem resolution of citizen inquiries and concerns. The work is performed under the supervision and direction of an assigned supervisor, but considerable leeway is granted for the exercise of independent judgement and initiative. This class is distinguished from the class of Administrative Assistant II by the performance of confidential secretarial duties for a Department Head and oversight of related support function activities. The nature of the work performed requires that an employee in this class establish and maintain effective working relationships with other City employees, business and community organizations and the public. The principal duties of this class are performed in a general office environment.

Examples Of Essential Work:

• Performs confidential secretarial and administrative duties for a Department Head, including assuming direction or oversight over other Department personnel in distributing directives and monitoring programmatic activities;
• Schedules appointments for the Department Head and maintains appointment schedule;
• Organizes meetings and conferences;
• Prepares correspondences, reports, lists and other documents as instructed and requested by designated office personnel;
• Monitors service calls and online requests, and forwards them to appropriate/responsible department representative;
• Interprets and applies Departmental or office rules, policies and regulations in accordance with prescribed procedures and guidelines;
• Transcribes or prepares letters, minutes, reports, statements, grant applications, specifications, contracts, memoranda, notices, resolutions, budgets, financial and statistical tables, requisitions and other related materials, including confidential correspondences and reports and performs shorthand as required;
• Coordinates and oversees social media platforms as assigned;
• Composes and distributes public service announcements and other related information;
• Composes correspondence for designated office personnel as requested;
• Compiles, and summarizes data and examines trends;
• Collects information used in budget compilation;
• Prepares special reports as requested;
• Copies, packages and distributes a variety of written materials as requested by other designated office personnel;
• Coordinates the production of written materials, brochures, booklets, social media and other public relations materials;
• Assists with public relation plans and strategies;
• Performs special projects and prepares special reports as requested;
• Assists in completing necessary paperwork for personnel changes, including recruitment, onboarding etc.;
• Supervises, trains, evaluates and coordinates the work of other designated office personnel as directed;
• Answers Department telephone calls, receives and greets visitors to the Department and provides information to or refers callers and visitors to other appropriate Departments or City personnel;
• Gathers, assembles, updates, distributes and/or files a variety of information, forms, records and data as requested using traditional filing systems or databases as necessary;
• Processes accounts payable, accounts receivable and/or payroll as necessary;
• Screens visitors, telephone calls, faxes, mail and messages directed to office personnel;
• Listens to and directs comments and complaints from the public relating to Department operations and takes appropriate action to resolve and refer such complaints;
• Requisitions supplies and materials for the Department as requested;
• Oversees petty cash account;
• Maintains personnel files and completes necessary paperwork for personnel changes;
• Supervises, trains, evaluates and coordinates the work of other designated office personnel as directed;
• Provides staff support to special commissions and boards as necessary;
• Acts as a liaison between department management and the public in customer relations activities.
• Provides guidance and demonstrations to new employees in similar positions;
• Keeps supervisors informed of work progress, issues, and potential solutions;
• Attends meetings and training to stay current on relevant practices and developments;
• Responds to citizen inquiries courteously and promptly;
• Coordinates regularly with others to enhance interdepartmental efficiency; and
• Performs additional duties as required by the classification.

Required Knowledge Skills And Abilities:

• Thorough knowledge of modern office procedures, practices and equipment;
• Thorough knowledge of modern office filing systems and procedures;
• Thorough knowledge of modern standard bookkeeping principles, practices and procedures;
• Ability to deal with a wide range of persons, including situations in which individuals may be upset over some issue involving City activities or policies;
• Ability to serve in a confidential work relationship;
• Ability in writing to prepare correspondences according to standard business practices;
• Ability to accurately type correspondences, reports and memoranda;
• Ability to utilize social media platforms;
• Ability to complete financial processing procedures;
• Ability to learn City policies and Departmental rules, procedures, practices and objectives;
• Ability to communicate effectively with others, both orally and in writing, using both technical and non-technical language;
• Ability to understand and follow oral and/or written policies, procedures and instructions;
• Ability to prepare and present accurate and reliable reports containing findings and recommendations;
• Ability to operate a personal computer using standard or customized software applications appropriate to assigned tasks;
• Ability to use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions;
• Ability to perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines;
• Ability and willingness to quickly learn and put to use new skills and knowledge brought about by rapidly changing information and/or technology;
• Integrity, ingenuity and inventiveness in the performance of assigned tasks.

Acceptable Experience And Training:

• Graduation from an accredited college or university with an Associate's Degree in Business Administration, Public Administration or a related field; and
• Six or more years of experience in general office operations; or
• Graduation from an accredited college or university with a Bachelor's Degree in Business Administration, Public Administration or a related field; and
• Three to five years of experience in general office operations; or
• Any equivalent combination of experience and training which provides the knowledge, skills and abilities necessary to perform the work.

Required Special Qualifications:

• None.

Essential Physical Abilities:

• Sufficient clarity of speech and hearing or other communication capabilities, with or without reasonable accommodation, which permits the employee to communicate effectively;
• Sufficient vision or other powers of observation, with or without reasonable accommodation, which permits the employee to review a wide variety of materials in electronic or hardcopy form;
• Sufficient manual dexterity with or without reasonable accommodation, which permits the employee to operate a personal computer, telephone and related equipment;
• Sufficient personal mobility and physical reflexes, with or without reasonable accommodation, which permits the employee to turn, reach and grasp repetitively;
• Sufficient strength and endurance, with or without reasonable accommodation to lift, carry and move objects, through a full range of motion, up to 50 pounds occasionally, 30 pounds frequently and 20 pounds consistently;
• Sufficient personal mobility and physical reflexes, with or without reasonable accommodation, which permits the employee to function within the general office environment.