Administrative Assistant - G115 - Deputy City Manager of Planning

This position provides administrative, clerical, and secretarial support to the Deputy City Manager of Planning.

• Coordinates and maintains the Deputy City Manager’s calendar and special meetings; schedules appointments and staff meetings; makes travel arrangements, registration for conferences, and hotel accommodations.
• Assists in the preparation of presentations.
• Answers and directs phone calls; provides information to callers.
• Composes letters and memos; organizes office files and records.
• Processes invoices for payment; processes reimbursements for the Deputy City Manager.
• Orders supplies.
• Opens and logs mail for the Deputy City Manager; distributes mail to others in the office.

• Knowledge of office administration practices and procedures, such as letter writing and the operation of standard office equipment.
• Knowledge of computer applications.
• Knowledge of the basic principles of accounting.
• Knowledge of basic budgetary principles and practices.
• Knowledge of the techniques of record keeping, report preparation, filing methods, and records management.
• Skill in researching, compiling, and summarizing information and statistical data.
• Skill in planning, organizing, and coordinating administrative operations.
• Skill in accurately proofreading copy with accompanying knowledge of grammar, punctuation, and spelling.
• Skill in taking and transcribing dictation from shorthand notes and dictating equipment.
• Skill in oral and written communication.

Knowledge and level of competency commonly associated with the completion of specialized training in the occupational field, in addition to basic skills typically associated with a high school education. Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship or having had a similar position for one to two years.

The work is typically performed while sitting at a desk or table. The employee must occasionally lift light objects. Additionally, the following physical abilities are required:

• Feeling – perceiving attributes of objects by touch with skin, fingertips.
• Grasping – applying pressure to object with fingers, palm.
• Handling – picking, holding, or working with whole hand.
• Hearing 1 – perceiving sounds at normal speaking levels, receive information.
• Hearing 2 – receive detailed information, make discrimination in sound.
• Lifting – raising objects from lower to higher position, moving objects side to side, using upper extremities, back.
• Manual Dexterity – picking, pinching, typing, working with fingers rather than hand.
• Mental Acuity – ability to make rational decisions through sound logic, deductive reasoning.
• Reaching – extending hands or arms in any direction.
• Repetitive Motion – substantial movements of wrists, hands, fingers.
• Speaking – expressing ideas with spoken word, convey detailed, important instructions accurately, concisely.
• Standing – for sustained periods of time.
• Talking 1- expressing ideas by spoken word.
• Visual Acuity 1 - prepare, analyze data, transcribing, computer terminal, extensive reading.
• Visual Acuity 2 - color, depth perception, field of vision.
• Visual Acuity 3 - determine accuracy, neatness, observe facilities/structures.
• Walking - on foot to accomplish tasks, long distances, or site to site.

The work is typically performed in an office, library, or computer room.

Salary : $17