This is the journey-level class in the administrative assistant series. Incumbents at this level are capable of performing complex administrative and office support duties, including assisting in department-related projects and programs. The work has technical and programmatic aspects, requiring the interpretation and application of policies, procedures, and regulations and involving frequent contact with staff and the public, as well as performing various research functions. Employees at this level are required to be fully trained in all procedures related to the assigned area(s) of responsibility, working with a high degree of independent judgment, tact, and initiative. This class is distinguished from the Senior Administrative Assistant in that the latter provides complex administrative support in a major Commission department, assists in the analysis, implementation, and monitoring of assigned programs, and may exercise functional or direct supervision over lower-level support staff.
Examples of Essential Job Functions:
- Provides administrative support to assigned managers, supervisors, and departmental staff by assisting with duties of a complex nature; acts as a liaison between management and other staff or the public, coordinating resolutions when appropriate.
- Assists or administers assigned department projects and/or programs as assigned by management staff; provides assistance to department staff in various research and department-related projects, including administration of department budgets, contract agreements, and grant applications.
- Organizes and carries out administrative assignments; researches, compiles, and organizes information and data from various sources on a variety of specialized topics related to programs in assigned area; checks and tabulates standard mathematical or statistical data; prepares and assembles reports, manuals, articles, announcements, and other informational materials.
- Composes, types, edits, and proofreads a variety of complex documents, including forms, memos, administrative, statistical, financial, and staff reports, and correspondence for department staff; inputs and retrieves data; checks draft documents for punctuation, spelling, and grammar; makes or suggests corrections.
- Prepares and processes reports, forms, and records, such as requests for payments, purchase orders, invoices, requests for proposals, bid packages, contracts and agreements, legal documents, hearing notices, draft resolutions, notices of determination, and mailing lists for public hearing items.
- Schedules and/or coordinates meetings, seminars, conferences, and training sessions for department staff; acts as meeting and/or committee secretary including preparing agendas and informational packets, setting up the room, and taking and transcribing minutes for assigned boards, committees, and commissions.
- Screens calls, visitors, and incoming mail; assists and directs the public, tenants, property managers, property owners, and other agencies to appropriate locations and/or staff; responds to complaints and requests for information; interprets and applies regulations, policies, procedures, systems, rules, and precedents in response to inquiries and complaints from the public.
- Develops and implements file, index, tracking, and record-keeping systems; researches records within areas of assigned responsibility to prepare reports and provides follow-up information to customer and staff inquiries.
- Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files.
- Monitors and orders office and other related supplies; prepares, processes, and tracks purchase requisitions for services and materials; receives vendor invoices; prepares request for payment for department head approval.
- Coordinates and integrates department services and activities with other Commission departments and outside agencies.
- Operates a variety of standard office equipment.
- Performs other duties as assigned.
· Advanced Microsoft Office Skills
- Mail Merge
- Creating Templates
- Sort and Filter Data
o Access –
-View, Enter, Edit Data in Tables
- Run Reports
-Filter Data in Queries
· Adobe Pro Skills
- Merge and Create Files
- Convert PDFs to other formats;
- Edit PDF documents;
- Turn existing forms into PDF Forms
Below are skills that would be nice to have but are not required.
· Enterprise Resource Planning Software Implementation Experience
· Technical Documentation Experience
· Error Log Maintenance
· Report Writing Experience
Education and Experience:
Equivalent to the completion of the twelfth (12th) grade and four (4) years of increasingly responsible office administrative or secretarial experience. Additional specialized secretarial or clerical training is desirable.
Licenses and Certifications:
San Diego Housing Commission - 22 months ago
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