JOB
Note, this salary range is effective 6/29/2024. This position performs a variety of moderately complex administrative activities in support of the Mayor's Office. Responsibilities include managing executive calendars, creating reports and documents, preparing agendas and meeting minutes, providing information and reports to the public, as well as overseeing moderately complex projects. The position may also entail monitoring and tracking program and/or divisional budgets and contracts. This role belongs to the third level in the administrative support series.
EXAMPLE OF DUTIES
Coordinates the City Council agenda processes for a department or division; this includes producing spreadsheets and calendars with due dates; compiling staff reports and related documents; obtaining appropriate signatures; coordinating the duplication, collation, and distribution of agenda packets by deadlines.Maintains budget files; tracks, monitors, and reconciles department or program budget accounts, expenditures, transactions, and reports; investigates discrepancies; may assist in estimating expenditures for a program or division.Processes and verifies general financial and purchasing functions and entries which may include purchase requisitions, service orders, invoices, check requests, and procard reconciliations.Serves as administrative support for various committees and Boards and Commissions; coordinates meetings, prepares agendas, assembles materials, takes and transcribes minutes; follows up on committee assignments.Manages the calendars of the department head and department management, scheduling appointments and meetings.Arranges for meetings including preparation of agenda, attendee invites, reservation of facilities, hand-out materials, catering, guest speakers, etc.Attends meetings; record, prepare and distribute minutes.As requested, oversees projects of moderate complexity, coordinating efforts and activities with other departmentsMay lead the work of a small number of administrative support staff.Responds to inquiries from internal and external customers and resolves more complicated requests, ensuring customer service excellence.Reviews and processes requisitions and ensures that content is accurate and conforms to current policy.Types and proofreads correspondence, reports, charts, graphs, legal documents, marketing materials and brochures, and may assist in preparing comprehensive reports.May receive and collect fees and fines. Ensures the proper accounting, reporting and tracking of received monies.May coordinate and monitor contract renewals and submissions for department, including monitoring approval deadlines, ensuring that all signatures and approvals are received, routing the contracts where needed, etc.May make travel arrangements and prepare authorizations for reimbursement.May prepare Personnel Action forms as needed.May assist with grant submission process; may track and monitor grant expenses.Answers phones and directs calls; greets visitors as needed.Responds to a varied and often complex requests or complaints from employees or the general public.Coordinate with external agencies on various programs and events.Maintains calendar of office/division activities, meetings and various events; plans, schedules and coordinates appointments, meetings, interviews, training, special events and meetings among several departments and/or external organizations.Composes, edits and proofreads a variety of documents including letters, memos, notices, flyers, forms, brochures, newsletters, agendas and other materials for internal and external use.Prepares reports, financial records, contracts, and manuals; assists in the preparation of quarterly and/or annual reports.Conducts research and gathers information from multiple sources for divisional or department projects.Creates, updates, and maintains databases specific to a program, division or department.Attends departmental or citywide meetings; records and distributes meeting minutes as appropriate.Makes travel arrangements as needed for department management and staffOrders, stocks, and distributes office supplies, uniforms, and equipment for work unit; matches invoices to packing slips and validates deliveries; resolves any issues with the vendor.Establishes, organizes, maintains filing system; scans and indexes records into electronic document management systems; performs records retention and destruction.Performs other related duties as assigned.
SUPPLEMENTAL INFORMATION
Office setting