What are the responsibilities and job description for the Administrative Aide II position at City of Hawthorne?
Administrative Aide II – July 2023
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CITY OF HAWTHORNE
HUMAN RESOURCES DEPARTMENT
ADMINISTRATIVE AIDE II
Classification Specification
(Classified)
JOB SUMMARY
The Administrative Aide II is a mid-level position within the clerical series. Under general
supervision, performs a full range of office and/or administrative support work requiring
the application of specialized technical-related/administrative knowledge and the exercise
of initiative, independent judgment and decision making.
SUPERVISION RECEIVED
The Administrative Aide II reports to a division head, manager or designee.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The following is a list of typical duties assigned to this classification. The duties included
on this list are examples and are not intended to be all-inclusive or restrictive:
- Performs administrative/secretarial duties for a department and/or program area.
- Independently prepares correspondence and selected reports for review/signature
- Independently prepares, reviews and checks documents, records, and forms for
- Prepares and/or assists in the preparation of notices, applications, resolutions and
- Types letters from rough drafts and/or oral and written instructions.
- Greets and assists general public with inquiries over the telephone or in person.
- Acts as receptionist and answers or directs questions regarding departmental
- Reviews outgoing correspondence prepared by other staff members for the
supervisor's signature for consistency with administrative policy as well as for
format, grammatical construction, and clerical errors.
- Makes arrangements for meetings by setting up meeting rooms and contacting
presented or discussed.
- Post agendas for meetings, attends meetings and takes summary or verbatim
- Prepares and distributes the minutes of the meeting.
- Receives and screens a wide variety of personal visitors and telephone calls, and
where appropriate, refers the callers to other staff members or may personally
- Assists in the operation of an office; maintains complex filing systems;
verifies/calculates cash receipts for bank deposits; prepares receipts and deposit
slips.
- Maintains and processes employee payroll cards.
- Operates modern office equipment including a personal computer and related
- Maintains and processes employee payroll cards.
- Establishes and maintains confidential files concerning personnel and/or policy
- Maintains office equipment in proper working order.
- Communicates clearly and concisely using proper English language and
- Performs other duties as necessary and required.
MINIMUM QUALIFICATIONS
Education, Training and Experience
- Graduation from high school or GED and;
- Three (3) years of increasingly responsible secretarial/office administrative
experience.
Licenses, Certificates and/or Special Requirements
- A valid California motor vehicle operator’s license is required.
Knowledge, Skills and Abilities
- Working knowledge of operation of modern office equipment, practices and
- Working knowledge of automated and manual filing methods;
- Working knowledge and ability to use various computer software programs, such
- Proper knowledge of various business letter composition and report writing;
- Knowledge of proper usage of the English language and phraseology;
- Ability to perform basic mathematical computations;
- Ability to comprehend and follow oral and written directions;
- Ability to type 45 wpm;
- Ability to communicate effectively and concisely both verbally and in writing;
- Ability to maintain accurate and detailed records; and
- Ability to deal tactfully and courteously, and to establish and maintain cooperative
working relationships with the general public and City staff.
Administrative Aide II – July 2023
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PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by
an employee to successfully perform the essential functions of this job. While performing
the required duties of this job, the employee is required to sit for up to two hours, talk,
hear, stoop, and walk; use hands to finger, handle, operate objects, tools, or controls; and
reach with hands and arms. The employee may lift and/or move up to 25 pounds.
Specific vision abilities required by this job include close vision and the ability to adjust
focus. Reasonable accommodations may be made to enable individuals with disabilities
to perform the essential functions.
WORKING CONDITIONS
The work environment characteristics described here are representative of those an
employee encounters while performing the essential functions of this job. The noise level
in the work environment is usually quiet to moderate. The employee works in office
conditions with controlled temperature settings.
FLSA Status: Non-Exempt
Bargaining Unit: HMEA
Civil Service Status: Classified
Revised: July 2023
CSC Approved: August 3, 2023
Salary : $46,500 - $58,900