Administrative Temporary Assignment

This position is established for a specific period of time and falling into the category of either short term, seasonal, pool, provisional, grant-funded or emergency.  The intent of this position is to create a pool of qualified candidates to fill short term administrative staffing needs throughout the City.Duties are specific to the needs of the department.  Below is a sample of job duties:

• Provide semi-skilled and skilled clerical and office support, requiring independent initiative in the areas of accuracy, neatness, and timeliness of work product. As assigned, work may include receptionist duties, including furnishing general information within prescribed rules; data entry; document preparation including proof-reading and editing; filing and maintaining filing systems; mail processing; routine record-keeping; arranging appointments and schedules; preparing meeting agendas and taking minutes; processing financial transactions including verification of mathematical accuracy and proper coding; copying; and ordering or maintaining supply inventories.
• Provide skilled clerical and specialized administrative support for one or more professional staff members or an assigned program. Work requires independent decision-making for routine transaction processing in accordance with established rules, policies, and procedures. In addition to administrative support, incumbents may perform program and event logistics and customer support, including providing specialized program information. As assigned, work may include gathering, interpreting, and explaining technical and procedural information related to program services and policies; producing a variety of documents from rough drafts, notes, or oral instructions, or composing original correspondence; maintaining filing systems; scheduling meetings and events; making travel arrangements; data entry and spreadsheet maintenance; processing purchasing transactions, contracts, and other financial transactions such as accounts payable/receivable; processing payroll; preparing presentations that include maps, graphs, and charts; and ordering and maintaining supplies            

 

 

MINIMUM TRAINING AND EXPERIENCE:

• Education, years of experience, Special Certifications and Licenses may vary and are specific to the position
• An equivalent combination of training and experience (as approved by the department) may be used to meet the minimum qualifications of the classifications

KNOWLEDGE, SKILLS, AND ABILITIES:

TYPICAL KNOWLEDGE, SKILLS, AND ABILITIES: These are a representative sample; position assignments may vary.

Knowledge (some combination of the following):

• English language and grammar
• Standard office equipment such as multi-line phones, computers, copiers, fax machines, scanning machines, etc.
• Software such as Microsoft Office Suite (Word, Excel, Outlook, etc.)
• Basic arithmetic calculations and mathematics
• Administrative and clerical procedures such as word processing, managing files and records, and designing forms
• Office functions, clerical duties, and business principles

Skills (some combination of the following):

• Entering data accurately
• Maintaining confidentiality
• Thinking critically to solve problems
• Utilizing negotiation techniques and bringing others together to achieve positive business outcomes
• Data entry
• Customer service

Abilities (some combination of the following):

• Follow established procedures
• Attention to detail
• Excellent written and oral communication
• Work independently with little supervision
• Work and support a team/staff
• Multi-task
• Time management and organization
• Use of sound judgment and decision making
• Work in a fast-paced environment
  
   

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the job. Prospective and current employees are invited to discuss accommodations.

ENVIRONMENTAL HAZARDS: Working conditions may include exposure to travel to other locations within the City of Richmond as well as outside of the City of Richmond; exposure to hazardous physical conditions such as mechanical parts, electrical currents, vibrations, etc.; atmospheric conditions such as fumes, odors, dusts, gases, and poor ventilation; inadequate lighting; intense noise; and environmental hazards such as disruptive people, imminent danger, and a threatening environment.

PHYSICAL REQUIREMENTS AND WORKING ENVIRONMENT:Due to the nature of work assignments, incumbents must be able to perform detailed work on multiple, concurrent tasks, with frequent interruptions and under time constraint. The essential duties of this classification may require the ability to regularly work with one's fingers, talk, hear, see, and use repetitive motions; frequently walk; and occasionally stoop, crouch, crawl, reach, stand, push, pull, lift, grasp, and feel. In terms of the physical strength to perform the essential duties, this classification is considered to be sedentary (exerting up to 10 pounds of force occasionally, and a negligible amount of force frequently or constantly to move objects), but may differ based on area of focus. The working conditions may contain environmental hazards, depending on area of focus.