Administrative Support Assistant I

The current recruitment is for one (1) full-time vacancy with the Information Technology Department and one (1) full-time vacancy with the Police Department; however, this recruitment will also be used to establish a Citywide list to fill possible future vacancies.

An Administrative Support Assistant I performs responsible journey-level work involving a variety of administrative support tasks, which require independent judgment on routine matters. Duties include: word processing, public contact, and related activities in support of a unit, bureau, section, or division. This class may also be responsible for relieving supervisors or administrative employees of routine administrative work. Representative responsibilities include: using word processing software to produce documents, maintaining records to provide accurate documentation of work performed or information that can be easily retrieved, creating and maintaining complex filing systems or databases with a variety of subject matter to provide easy access to records and information, and communicating information to the public to relate departmental policies and procedures using reference materials or personal knowledge.

Duties also include: composing correspondence on routine matters; proofreading and editing documents; maintaining inventories and requisitioning office supplies; entering payroll information into a personal computer (PC); coding and processing personnel forms, Invoices for Payment (IFPs), Limited Purchase Orders (LPOs), and petty cash vouchers; maintaining/coordinating calendars and making meeting, facility, and travel arrangements; compiling information for special projects; and collecting and assembling data and background materials for a variety of reports.

Other duties may include (by assignment): using database and spreadsheet programs to produce summary reports and print tables of numerical information; transcribing dictation from tape and producing a typed document; taking, preparing, and distributing minutes, agendas, packets, and other support materials; operating and balancing a cash register; collecting fees and rents; preparing bank deposits; and may provide functional or full supervision for clerical staff performing routine tasks. Employees must be committed to teamwork, have a shared commitment to quality of everyday work, and demonstrate the willingness to assume ownership in completion of assigned tasks. This class performs related duties as required.

An Administrative Support Assistant I may be supervised by an Administrative Support Assistant II, Administrative Support Assistant III, Office Supervisor, or other administrative employee who may initially assign and review work or may be assigned to a small office with limited organizational and program responsibilities where typically an Administrative Supervisor oversees assignments involving problems of administration and coordination. Detailed instructions may be given at the beginning of work and on subsequent new assignments or unusual assignments; however, after employees become familiar with particular procedures they are expected to work independently. An Administrative Support Assistant I may check the work of a small group of clerical employees and assist with training new employees but does not usually exercise regular supervision over more than one or two individuals. Certain assignments may require the ability to work evenings and weekends. This class is FLSA nonexempt.

Please refer to the link below for the full job description and additional information regarding assignments, preferred qualifications, and essential functions.