Assistant to the Budget Director (C)

General Description

This is a highly responsible executive assistant position to the Budget Director of the City of Rochester that provides administrative support and dealing with highly confidential information. The incumbent must exercise independent judgment in solving frequently ambiguous and complex office management procedures and inquiries from both internal and external customers. The incumbent will work under the general supervision of the Budget Director and is permitted considerable decision making leeway. The ability to problem solve and make decisions with limited guidance is critical. Performs related work as required.

This is a Competitive Class position. The individual selected to fill this vacancy will be given a provisional appointment and will be required to participate in the next Civil Service Examination for this title.

A qualified applicant may be provisionally appointed and serve in the position until a Civil Service Examination is administered and an appropriate eligible list can be established to make a permanent appointment in accordance with the Civil Service Rule of Three. (See "http://www.cityofrochester.gov/article.aspx?id=8589935786" Provisional Appointment - FAQ's) If you are already a City employee and have permanent, competitive status in your current position and appointment to this title would result in a provisional appointment in another department, you will lose your previous permanent competitive rights.

Typical Work Activities

• Proactively manages Microsoft Outlook calendar for the Director, liaising with administrative colleagues to efficiently schedule cross-departmental meetings and frequently reviewing the Director’s calendar to identify and resolve conflicts;
• Assists Department staff with administrative tasks and related follow-up action, including scheduling cross-departmental meetings, data entry, routing of routine matters to appropriate staff members, and drafting written letters, memoranda, reports and minutes using Microsoft Word;
• Coordinates the City’s Hiring Review process for all full-time positions, timely communicating with the Mayor’s Office, Department of Human Resource Management, and hiring departments to ensure efficient resolution of all hiring requests;
• Assists assigned departments with the planning, development, and monitoring of their annual operating budgets, using Microsoft Excel to perform necessary financial analysis;
• Analyzes personnel requests for assigned departments, ensuring adequate funding exists to support the request;
• Assists Director in issuing and tracking permits for the City Hall parking lot, making recommendations to the Director regarding permit issuance, processing applications in a timely manner, monitoring compliance with established criteria, and maintaining updated tracking of approved permits;
• Oversees payroll certification for the department and performs departmental processing and tracking, including for contract entry, purchasing, and invoice receiving;
• Assists internal and external customers in person, by telephone, or via e-mail, fulfilling information requests and resolving issues in a timely manner by coordinating appropriate resources to facilitate resolution;
• Serves as agent for the Director and Department staff in procuring information from other departments and other governmental bodies as directed.

Minimum Qualifications

Bachelor's degree AND two (2) years of experience coordinating the activities of an office or of a function in an office environment;

• Preference will be given to candidates with a demonstrated proficiency with Microsoft Outlook, Excel, and Word.

For full-time employees:
The City of Rochester offers a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave.

For less-than full-time employees:
The City of Rochester offers numerous growth opportunities to include the potential to transition into full-time, permanent employment.