Administrative Assistant- Health & Human Services

This is a full-time, FLSA non-exempt position with Carson City Health & Human Services. Under general supervision, provides varied, complex and often confidential liaison, communication, secretarial and office administrative assistance to department director and related supervisory and professional staff; may provide supervision to an office support staff.

This class specification lists the major duties and requirements of the job and is not all-inclusive.  Incumbent(s) may be expected to perform job-related duties other than those contained in this document and may be required to have specific job-related knowledge and skills.

• Receives and screens visitors and telephone calls, providing factual information which may require the interpretation of policies and procedures; takes messages or refers the caller to the proper person.
• Researches and compiles a variety of informational materials from sources both inside and outside the office; summarizes such information as directed.
• Opens and sorts mail and attaches pertinent backup materials; processes outgoing mail as required.
• Types drafts and a wide variety of finished documents from brief instructions or prior materials; use word processing equipment and input or retrieve data or prepare reports using an on-line or personal computer system.
• Attends to a variety of office administrative details, such as travel, meeting and conference arrangements, equipment purchase and repair and personnel document preparation.
• May attend meetings and prepare minutes as required; initiates specified correspondence independently for signature by appropriate management, supervisory or professional staff; reviews finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage.
• Organizes and maintains various office files, including personnel and tickler files; purges files as required.
• Assists with the development and administration of the budget; may prepare or maintain statistical, fiscal or payroll information.
• Follows up on projects, transmits information, and keeps informed of division activities.
• Schedules and arranges for meetings; organizes own work, sets priorities and meets critical deadlines.
• Contributes to the efficiency and effectiveness of the unit's service to its customers by offering suggestions and directing or participating as an active member of a work team. 
• May provide lead direction to office support staff; may instruct staff in work procedures and/or review work for format, accuracy and consistency.
• Demonstrates courteous and cooperative behavior when interacting with the public and City staff; acts in a manner that promotes a harmonious and effective workplace environment.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.

Education and Experience:

High School Diploma or GED AND four (4) years of secretarial or administrative experience which has included providing office and administrative support to management staff; OR an equivalent combination of education, training and experience as determined by Human Resources.

• A valid driver's license.

Required Knowledge and Skills

Knowledge of:

• Functions, basic organization and procedural constraints related to the operation of a municipality.
• Office administrative and secretarial practices and procedures, such as business letter writing and the operation of common office equipment, including a word processor and person or on-line computer.
• Record keeping, report preparation, filing methods and records management techniques.
• Correct English usage, including spelling, grammar, punctuation, and vocabulary.
• Standard business arithmetic, including percentages and decimals.
• Basic budgetary principles and practices.
• Techniques for dealing with a variety of individuals from various socio-economic, ethnic and cultural backgrounds, in person and over the telephone.

Skill in:

• Providing varied, responsible, and often confidential secretarial and office administrative assistance to a chief executive officer and high-level administrative staff.
• Interpreting, applying and explaining complex policies and procedures.
• Using tact, discretion, initiative and independent judgment within established guidelines.
• Analyzing and resolving office administrative situations and problems.
• Researching, compiling, and summarizing a variety of informational materials.
• Composing correspondence and other written independently or from brief instructions.
• Organizing work, setting priorities, meeting critical deadlines, and following up assignments with a minimum of direction.
• Contributing effectively to the accomplishment of team or work unit goals, objectives and activities.
• Establishing and maintaining effective work relationships with staff, coworkers, contractors and the public.

SUPERVISION RECEIVED AND EXERCISED:

Under General Supervision - Incumbents at this level are given assignments and objectives that are governed by specifically outlined work methods and a sequence of steps, which are explained in general terms. The responsibility for achieving the work objectives, however, rests with a superior. Immediate supervision is not consistent, but checks are integrated into work processes and/or reviews are frequent enough to ensure compliance with instructions.

PHYSICAL DEMANDS & WORKING ENVIRONMENT:

The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of the job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Mobility to work in a typical office setting, use standard office equipment and stamina to sit for extended periods of time; strength to lift and carry up to 20 pounds; vision to read printed materials; and hearing and speech to communicate in person or over the telephone; exposure to traffic conditions and external environment when traveling from one office to another.

CONDITIONS OF EMPLOYMENT:

1. All new employees will serve a probationary period of twelve (12) months.  Such employees are not subject to the collective bargaining agreement and may be laid off or discharged during this period for any reason.   

2. Continued employment is contingent upon all required licenses and certificates being maintained in active status without suspension or revocation.

3. Any City employee may be required to stay at or return to work during emergencies to perform duties specific to this classification or to perform other duties as requested in an assigned response position. This may require working a non-traditional work schedule or working outside normal assigned duties during the incident and/or emergency.

4. Employees may be required to complete Incident Command System training as a condition of continuing employment.

5. New employees are required to submit to a fingerprint based background investigation which cost the new employee $47.00 and a drug screen which costs $36.50.  Employment is contingent upon passing the background and the drug screen.

6. Carson City participates in E-Verify and will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each applicant's Form I-9 to confirm work authorization.  All candidates who are offered employment with Carson City must complete Section 1 of the Form I-9 along with the required proof of their right to work in the United States and proof of their identity prior to starting employment.  Please be prepared to provide required documentation as soon as possible after the job offer is made.  For additional information regarding acceptable documents for this purpose, please contact Human Resources at 775.887.2103 or go to the U.S. Citizenship and Immigration Services web page at www.ucis.gov.

7. Carson City is an Equal Opportunity Employer.

Salary : $51,152 - $71,612