(1) Administrative Assistant II

Safety/Security Status:  None       

SUMMARY In addition to the duties and tasks performed by the Administrative Assistant I, this position performs a variety of highly responsible, confidential, and complex administrative and secretarial tasks in relieving the department head or supervisor of administrative detail.  Requires advanced skills and mastery over all assigned office responsibilities and the exercise of sound judgment in application of departmental procedures and methods in receiving and responding to routine inquiries and requests concerning departmental services.

Levels of Responsibility:

Supervisory Responsibility: This position works under the supervision of more senior department staff for guidance and oversight when hired, less once experience is gained.

Assets: Computer, copier, desk phone, petty cash, city p-cards and office supplies

Security:  Sensitive - Access to city website postings, confidential development proposals, financial information, and the city’s critical infrastructure asset network.

Technology Knowledge: “ESRI” GIS, Bluebeam Revu, Civic Plus, Civic Clerk, Central Square Trakit, Microsoft Office 365 (Outlook, One Note, Teams, Word, Excel, Power Point), Executime, and Work Order Management System.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Reporting relationships, work assignments, and work schedules may be subject to change to meet City needs or operational requirements.  Attendance at work and the ability to get along with the public, supervisors, and co-workers are essential elements of this position.  Other duties may be assigned.

Performs various administrative support work for special projects such as researching and analyzing information and coordinating tasks; prepares accounting and statistical tables, reports, resolutions, contracts and maintains departmental records, indexes, and logs.

Handles routine personnel-related questions from employees and provides contact information concerning employee benefit matters. 

Ensures that department personnel reports and records; to include, payroll, hiring, evaluations, disciplinary actions, insurance, training, sick leave, vacation, tardiness, military leave, pension funds, medical claims, and workers compensation, are processed and forwarded in a timely, accurate, and confidential manner.

Prepares or assists in the preparation of the departmental operating budget and may advise department head on expenditures and budget control matters; orders supplies and materials for the department and maintains accurate inventory of materials. Also, disburses and maintains departmental petty cash funds.

Answers telephone and gives specific and general information in response to public inquiries; handles requests for service, complaints, and other public contact work.  Also operates department base radio and communicates to department employees.

Prepares, composes, types, distributes, and files letters, forms, reports, contracts, bids, requisitions, purchase orders, departmental newsletter, general correspondence and other documents related to department operations.

Schedules meetings, appointments and travel arrangements for the department head to include maintaining a calendar; responds and processes citizen complaints; prepares official letters, memoranda and reports; prepares agendas and attends meetings, and prepares and distributes minutes to appropriate personnel such as boards and commissions as needed.

Reads and routes incoming mail and composes replies to correspondence in accordance with established procedures.

Operates various modern office machines, both general and department-specific, necessary to perform administrative functions to include personal computers.

Operates various software packages and programs, both general and department-specific, as required by the department manager.  

Able to perform all required tasks using financial, payroll, purchasing, maintenance management and personnel management software as required by the department manager.

Deals courteously and diplomatically with the public.

Performs other related duties as required.

QUALIFICATIONS

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

High school diploma or General Education Degree (GED) and one (1) year of college-level work, or completion of a clerical support educational program, AND three (3) years of satisfactory service as an Administrative Assistant I with the City.

LANGUAGE SKILLS

Must possess a basic knowledge of office terminology and business English.

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively before groups of customers or employees of organization.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY

Able to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS 

1- Year Educational Certificate in administrative/clerical skills or experience .

Computer Training in Microsoft Office

PHYSICAL DEMANDS

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

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear.  The employee frequently is required to sit and reach with hands and arms.  The employee is occasionally required to stand; walk; and stoop, kneel, crouch, or crawl.  The employee must occasionally lift and/or move up to 10 pounds.  Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

This class specification should not be interpreted as all-inclusive. It is intended to identify the major responsibilities and requirements of this job.  The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this description, but which are commensurate with similar levels of responsibility.

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.

Salary : $18