ADMINISTRATIVE ASSISTANT II

Job Purpose:
Under general direction, to supervise, plan and perform a variety of financial, accounting, and highly responsible, confidential and complex administrative duties for Helena Parking and to provide word processing and data entry support; and to provide general information and assistance to City staff and the public.

Essential Duties: These job functions are the essential duties of the position and are not all-inclusive of all the duties the incumbent may be assigned.

Duty 1: Administrative Functions (30%)
Perform responsible secretarial and clerical work with accuracy and speed in support of an assigned office; type and proofread a wide variety of reports, contracts, letters, and memoranda from rough draft, verbal instructions, or transcribing machine recordings using various software applications; may compose routine letters and reports as assigned.

Assist in the development of forms, worksheets, and record keeping systems for the collection, dissemination, and maintenance of appropriate unit, program, or department information. Prepare, verify, and review forms and reports for completeness and conformance with established regulations, policies, and procedures; complete a variety of forms; verify and record timecards for assigned staff including to ensure coding, shift differential, overtime, call back, and related items are correct and applied to proper accounts; review and post leave usage.

Maintain accurate and detailed calendar of events, due dates, and schedules as they relate to assigned areas. Arrange and schedule a variety of meetings; notify participants; confirm dates and times; reserve sites; prepare appropriate materials; attend meetings; take and prepare minutes.

Duty 2: Customer Service (20%)
Receive calls and visitors; respond to general complaints and requests for information from the public; interpret basic services, policies, rules, and regulations in response to inquiries and complaints; assist in the resolution of concerns and complaints; refer inquiries to appropriate staff; route calls and take messages as appropriate.

Receive, open, review, sort, date stamp, and distribute office mail; review correspondence directed to assigned staff; prepare written responses as directed. Monitor special projects, assignments, and activities for assigned unit, program, or department. Prepare summaries and reports as assigned. Participate in maintaining supply levels; order, store, and issue supplies and materials pertinent to the functions of assigned operational unit. Prepare packets of information and data-gathering materials for assigned area; duplicate, collate, and distribute materials. Operate modern office machines and equipment including word processors, printers, copiers, calculators, and FAX machines; routinely use a full range of word processing and spreadsheet computer software applications. Attend and participate in staff meetings and related activities; attend workshops, conferences, and classes to increase professional knowledge.

Duty 3: Budget / Payroll (10%)
Participate in the preparation and administration of the assigned division's budget; assist in monitoring expenditures. Establish and maintain a complete set of record keeping and filing systems including financial and operational logs, calendars, chronological records, forms, and reports to ensure accuracy and easy retrieval of information; maintain and update resource materials, reference materials, and manuals; maintain mailing lists. Maintain financial records including preparing and securing purchase orders, process invoices, monitoring account balances, and performing account transfers. Coordinates, maintains, and processes payroll time sheets, sick and annual leave documents, travel reimbursements and/or employment status documents for department.

Duty 4: Permit Coordinator Duties (40%)
Provide front-line customer service, education, and information to the public regarding municipal and state codes, regulations, and permitting procedures. Acknowledge and resolve customer conflicts and negotiate problems as needed, using independent decision-making to resolve the issue or refer to the appropriate party when necessary. Assist with customer service, clerical, front desk and other administrative tasks as assigned. Assist (as needed) at community outreach events, to include some evening and weekend hours. Process cash, credit, and check payments from customers; record revenue and make weekly deposits with the Treasurer's office. Process permits, invoices and payments, delinquent payments and missing paperwork and track insurance requirements. Maintain and update the database of permits, reservations, schedules, and prepare related reports on an annual basis. Compile data and statistics, prepare reports, and report performance measures. Compile financial statements for reporting on permitted events. Accept permit requests by online and via email and coordinate between the customer and the City of Helena. Assist customers with information concerning use of City ROW. Review all special event applications for all required documentation prior to sending out for departmental review. Serve as the primary contact for all special event requests. Coordinate the distribution of the approved permits and ensure times and dates are tracked.

Essential Knowledge, Skills and Abilities Related to this Position:
Knowledge of:

• Modern office procedures, methods, equipment and software such as Word, Excel, Access, PowerPoint and other relevant software.
• Internet based systems, existing/emerging technology that are or could be used by the department.
• Administrative management principles.
• Principles and practices of business letter writing.

Skill or ability to:

• Type and enter data at a speed and accuracy necessary for successful job performance; and communicate clearly and concisely, both orally and in writing.
• Operate modern office equipment including computer equipment.
• Deal effectively and politely with the public and exercising sound principles of customer service.
• Establish and maintain positive working relationships with those contacted in the course of work, often under difficult circumstances; work cooperatively with other departments, City officials, internal members, outside agencies and the public.
• Learn, interpret, and apply the policies, procedures, laws, codes, and regulations pertaining to assigned programs and functions.
• Maintain confidentiality of sensitive personal and operational information.
• Attend to administrative details of several permits, reservations and special event permit requests simultaneously.
• Ability to understand and execute complex policies/procedures and oral/written instructions.
• Ability to work independently and exercise discretion in absence of specific instructions or supervision.
• Ability to organize, schedule, coordinate and delegate work.
• Research, collect, compile, and analyze information and data.
• Perform accurate mathematical computations.
• Plan and organize work to meet schedules and deadlines.
• Establish, maintain and foster positive and harmonious working relationships with those contacted in the course of work.

Physical Demands:
Ability to work in a standard office environment with ability to travel to different locations. Ability to see, hear, and speak to interact with public and city staff. Involves work of a general office nature usually performed sitting or standing.

Safety
Performs all functions in the safest possible manner and according to policies and procedures. Participates fully with safety trainings. Reports unsafe work conditions and practices, work-related injuries, illnesses, and near-misses as soon as possible to assigned supervisor.

Minimum Qualifications (Education, Experience and Training):
This position requires two years of responsible clerical and secretarial experience. Equivalent to the completion of the twelfth grade supplemented by specialized secretarial course work in office practices. Other relevant combinations of education and work experience may be evaluated on an individual basis.