Administrative Assistant II

Salary: $45,604 - $71,292

Position Grade: 14G

Department: Multiple Departments

Job Type: Full-Time (Permanent)

Examination Number: E3870

Location: St. Louis, MO

Incumbents in this position are responsible for performing administrative, business, programmatic and support activities for a City department or division. Duties may include: drafting a wide variety of reports, letters, memoranda, and other documents; responding to and resolving complaints; compiling and evaluating information used in the development of statistical, budget, and financial reports, Requests for Proposals, contracts, grants, etc.; analyzing and monitoring budget accounts; reviewing and approving vouchers and requisitions and representing their department at meetings and serving as a liaison to other City departments.

Essential Functions and Responsibilities:

• Coordinates activities relating to Federal and State programs including operating, funding, and reporting activities; maintains liaison with agencies.

• Administers and performs record maintenance activities.

• Manages division systems such as telephone systems or computer system activities.

• Monitors and tracks budget accounts and costs; approves vouchers and requisitions.

• Performs customer service functions; responds to and resolves complaints.

• May represent the department at meetings; serves as a liaison to other City departments.

• Develops and implements procedures and makes recommendations regarding policies.

• May supervise clerical support personnel, or explain work processes and train others.

Knowledge, Skills, and Abilities:

• Data Utilization: Requires the ability to perform mid-level data analysis including the ability to audit, deduce, assess, conclude and appraise. Requires discretion in determining and referencing such established criteria to define consequences and develop alternatives.

• Human Interaction: Requires the ability to persuade, convince and train others. Ability to advise and provide interpretation regarding the application of policies, procedures and standards to specific situations. Ability to provide guidance, assistance and/or interpretation to others, such as coworkers, other department personnel, executives, and the public on how to apply policies, procedures and standards to specific situations.

• Equipment, Machinery, Tools and Materials Use: Requires the ability to operate, maneuver and/or provide simple but continuous adjustment on equipment, machinery and tools such as a computer, typewriter, calculator, copy and fax machines, and/or materials used in performing essential functions.

• Verbal Aptitude: Requires the ability to utilize a variety of advisory data and information such as financial and statistical reports, budgets, statutes, procedures, guidelines and non-routine correspondence.

• Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; calculate decimals and percentages; perform basic algebra and descriptive statistics.

• Functional Reasoning: Requires the ability to exercise independent judgment to apply facts and principles for developing approaches and techniques to problem resolution. Requires the ability to apply principles of rational systems. Ability to interpret instructions furnished in written, oral, diagrammatic or schedule form.

• Situational Reasoning: Requires the ability to exercise the judgment, decisiveness and creativity required in situations involving the evaluation of information against sensory, judgmental and/or subjective criteria, as opposed to criteria that are clearly measurable or verifiable.

• Environmental Factors: Work is normally performed in an office environment under generally safe and comfortable conditions where exposure to irate individuals poses a very limited risk of injury.

• Physical Requirements: Tasks involve the ability to exert light physical effort in sedentary to light work. Tasks may involve extended periods of visual concentration at a keyboard or workstation.

• Sensory Requirements: Requires the ability to recognize and identify individual characteristics of colors, shapes, and sounds associated with job-related objects, materials and tasks.
  

A Bachelor’s degree in Business or Public Administration or a related field; plus two years of administrative support experience. OR an equivalent combination of education, training and experience. Qualifying experience must be at a level which requires independent judgment, initiative and discretion.

Scoring Components and Their Weights
Experience and Training: 100%
May be Subject to:

Background Investigation: Pass/Fail
Medical Examination: Pass/Fail

Documentation of Academic Credentials must be Submitted Upon Request

When completing the Employment History and the Educational/Training History sections of the Employment Application, please be as thorough as possible when describing your education, training and experience relating to this position. Applicants will only receive credit for their experience, training and education as shown on the application. Resumes will not be accepted as a substitute to a fully completed application. Incomplete applications will not be considered.

Veterans Preference Points

To be eligible for veteran's preference points, the applicant must submit a copy of their DD 214 Certificate of Release or Discharge from Active Duty with the Employment Application or upon request. The Director of Personnel may, in their discretion, accept alternate documentation.

City Residence Preference Points

City residents who pass an examination for a position in the classified service and do not receive any other preference will receive a five (5) point preference on a scale of 100 points on the exam. An additional one (1) point shall be added to the passing score of City residents who receive any other preference on a scale of 100 points. City residents must have resided in the City for at least one (1) year at the time of filing their application to be eligible for the preference points.

Accommodations

If assistance with the job application is necessary based on a physical impairment, mental impairment, or otherwise, they should reach out to the Office on the Disabled with contact information. This office will not disclose any information that an applicant or employee has a disability or has discussed possible accommodations without the applicant's or employee's prior consent.