INCOMPLETE APPLICATIONS WILL NOT BE PROCESSED.
A RESUME WILL NOT BE CONSIDERED IN DETERMINING YOUR QUALIFICATIONS FOR THIS POSITION.
To perform a wide variety of responsible office support work in carrying out the day-to-day clerical and administrative activities in support of the operations of the department. Positions in the administrative assistant role serve as the principal office/administrative support for a manager (Division Head/Assistant Director) requiring considerable knowledge of the work environment and of the work performed by the manager, and function as an extension of a manager. The organizational placement, the extent of authority delegated to the administrative assistant, and the degree to which the administrative assistant can act on a manager’s behalf are crucial elements in the administrative assistant role.
Essential Duties & Responsibilities:
Screen visitors and telephone calls and route as appropriate based on information obtained; assist the public by providing information concerning services provided, explaining policies and procedures requiring interpretation of policies, procedures, and guidelines; resolve problems within area of assignment requiring research of background information.
Serve as a liaison between department and other internal departments and/or external agencies.
Screen incoming mail for content and take appropriate action.
Maintain calendar of activities, schedule appoints and resolve conflicts in scheduling; make all travel arrangements.
Schedule, arrange, and coordinate division activities, meetings, conferences, and various events.
Compose correspondence; type and edit a variety of documents; verify accuracy of information, research discrepancies and record.
Establish and maintain a variety of records, reports, logs and files; develop reports concerning new or ongoing programs and program effectiveness; gather and compile information for various reports to include statistical reports; verify accuracy of information, research discrepancies, and record information.
Participate in administrative duties relating to the area of assignment; prepare comprehensive reports, minutes of meetings and agendas.
Participate in the preparation of the division budget and in monitoring expenditures.
Participate in the preparation and monitoring of department budget.
Operate a variety of office equipment including copiers, facsimile machines and computers; input and retrieve data and text; organize and maintain disk storage and filing.
Provide guidance and direction and review work of the office support staff assigned to the various units reporting to the Division.
Prepare, type, word process and edit a variety of documents including general correspondence, agendas, and statistical reports.
Requisition supplies and materials as required.
Contacts the public and outside agencies for the purpose of obtaining, clarifying, and providing information, and making referrals.
Establish and maintain a personnel file structure; determine record retention and destruction requirements; oversee filing procedures.
Process invoices and statements for payment.
Oversee and administer the employee service award program; assemble eligible employees; prepare certificates; coordinate ceremonies and award purchases.
Develop policies and procedures for official audit of city employee personnel and benefits files.
May take minutes for assigned boards and committees; prepare and distribute agendas.
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Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Three years of increasingly responsible experience in office support work.
Equivalent to completion of the twelfth grade supplemented by specialized secretarial or office management training.
Licensing and Certifications
From the time of closing the hiring process is anticipated to last approximately 3 weeks.The process will consist of computer/clerical testing which includes but are not limited to: Excel, Keyboarding, PowerPoint, and Word; with the successful candidate being subject to a pre-employment drug screen, background check and a driving history check .
Physical Demands & Working Environment: