Administrative Assistant

Position Purpose/Summary

Responsible for the independent exercise of administrative judgment and decision, under authority specifically delegated by the department head, in carrying out complex and highly responsible administrative and clerical functions, procedures, assignments, and studies of major departmental importance and consequences, and may involve collateral responsibility for acting as confidential secretary to the department head. Work is performed under general direction with review through reports and conferences. Supervision may be exercised over clerical employees.

Essential Functions

• Supervises fiscal and clerical activities of a municipal department
• Supports accounts payable activities; enters requisitions and schedules payment when converted to purchase order; sends batches to Comptroller
• Participates in balancing monthly budget with expenditures
• Maintains attendance records (TLM) and provides necessary reports to Payroll for accurate posting of accrued time, i.e. sick, incentive, etc.
• Attends to miscellaneous clerical responsibilities, i.e. answers phones, sorts and distributes mail, orders and maintains accounting of office supplies, assists with special projects and departmental mailings, files
• Serves as secretary to Department Head; schedules meetings and fields phone calls
• Assists with general customer service concerns as needed
• Assists in the processing of civil service transactions and maintenance of civil service records
• Prepares, maintains, and files reports as required
• Performs related work as required

Knowledge, Skills, and Abilities

• Considerable knowledge of departmental programs, functions, operations, policies, and procedures with respect to work performed
• Thorough knowledge of rules, regulations, laws, and ordinances governing the work performed
• Thorough knowledge of modern office practices, procedures, and equipment.
• Considerable knowledge of the principles and practices of modern office management and supervision
• Considerable knowledge, as required, of municipal bookkeeping and accounting
• Considerable general knowledge of the organization, programs, functions, and interrelationship of the various municipal departments
• Working knowledge of the principles and practices of the fundamentals of modern municipal of administration, including budgetary and fiscal practices as required
• Working knowledge of administrative analysis and research the preparation of administrative reports
• Ability to carry out general and special studies and assignments, requiring the organization of material and development of work methods in areas where no standardized procedures exist
• Ability to assemble, develop, evaluate, and analyze data in special administrative and clerical areas, and to make recommendations affecting policies and procedures based on this work
• Ability to develop, lay out, install, and revise departmental clerical procedures and operations
• Ability to plan, assign, supervise, and review the work of subordinates
• Ability to make independent work decisions in accordance with governing policy, law, rules, and regulations
• Ability to interpret departmental policies, rules, regulations, and the laws under which it operates, to subordinates and the general public
• Ability to enforce rules and regulations firmly, tactfully, and impartially
• Ability to independently compose departmental correspondence based on precedent, brief notations, or general instructions
• Ability, as required, to type accurately and with moderate speed from copy of more than average difficulty
• Ability, as required, to take in shorthand at moderate speed and accurately transcribe dictation of more than average difficulty
• Ability to maintain clerical records, and to make computations and tabulations, of considerable complexity, and to make reports based on this work
• Ability to establish and maintain effective working relationships with administrative officials, subordinates, and the general public
• Ability to express oneself clearly and concisely orally and in writing

Education and Experience

• High school diploma or equivalent, including or supplemented by courses in general office work
• Minimum of three years of experience in difficult and responsible department clerical work, including considerable supervisory experience