Finance Executive Administrative Assistant

Distinguishing Features of the Class

Performs a variety of general office clerical and confidential administrative support duties for a Department Head within a municipal Department; performs directly related work as required.

The City of Des Moines promotes a healthy work life balance and offers a comprehensive benefits package including:
Residency Incentive
Volunteer Time
Parental Leave
Vacation and Sick Leave Accruals
12 Paid Holidays
Health/Dental/Life Insurance
Wellness Programs
Tuition Reimbursement Program
Public Service Student Loan Forgiveness Benefit
Iowa Public Employees Retirement System (IPERS)
Deferred Compensation Plan matching up to 2.5%
Employee Discounts

Acceptable Experience and Training

• Graduation from High School or possession of a GED; and
• Extensive 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

• Candidates for positions in this class must pass a post-employment offer physical examination and drug screen;
• Ability to pass a background check;
• A minimum typing speed of 40 wpm.

Examples of Essential Work (Illustrative Only)

• Performs confidential secretarial 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;
• 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;
• Composes correspondence for designated office personnel as requested;
• 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;
• 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;
• Opens and distributes mail for Director;
• Oversees petty cash account;
• Provides administrative support to special commissions and boards as necessary;
• Provides needed information and demonstrations concerning how to perform certain work tasks to new employees in the same or similar class of positions;
• Keeps immediate supervisor and designated others fully and accurately informed concerning work progress, including present and potential work problems and suggestions for new or improved ways of addressing such problems;
• Attends meetings, conferences, workshops and training sessions and reviews publications and audio-visual materials to become and remain current on the principles, practices and new developments in assigned work areas;
• May be required to take and transcribe shorthand or to perform speedwriting.
• Communicates and coordinates regularly with appropriate others to maximize the effectiveness and efficiency of interdepartmental operations and activities;
• Performs other directly related duties consistent with the role and function of the classification;
• Maintains personnel files and completes necessary paperwork for personnel changes.