Administrative Assistant II-Health (Grant Funded)

DISTINGUISHING FEATURES OF THE CLASS

The Administrative Assistant II (Grant Funded) is responsible for providing highly skilled secretarial, responsible and confidential support to senior executives and/or administrators. This position maintains office services by organizing office operations and procedures, preparing payroll, controlling correspondence, designing filing systems, reviewing and supply requisitions for City, and assigning and monitoring clerical functions. Performs general administrative tasks, creates processes that drive effectiveness, guides and motivates personnel and volunteers, and coordinates communication between departments. Administrative Assistant II (Grant Funded) are characterized by responsibility for a variety of administrative activities to be met with minimal supervision. An Administrative Assistant II (Grant Funded) is required to make, and is held accountable for, decisions on operating problems within a definite sphere of activity.

ESSENTIAL DUTIES AND RESPONSIBILITIES

This list is not intended to be construed as an exhaustive list of all functions, responsibilities, skills, and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate.

• Performs a wide variety of responsible, highly skilled and confidential secretarial support services to senior executives and/or administrators.

• Interacts with the general public and City employees to answer questions, interprets policies and procedures; provides information and resolves problems and responds to sensitive requests for information and assistance.

• Receives complaints, either in person or by telephone, and exercises judgement in determining proper course of action.

• Types, composes and transcribes a variety of materials including confidential and general correspondence and memoranda.

• Screens calls, visitors and mail; refers inquiries as appropriate and follows through on the resolution of problems.

• Maintains appointment schedules and calendars, lists and miscellaneous reports for senior executives and/or administrators.

• Makes arrangements for meetings and makes all necessary arrangements relating to time, date, and place and provides related supports services.

• Maintains and oversees the maintenance of departmental files and assists in the proper storage and retention of files.

• Makes travel arrangements and prepares travel requisitions for executive staff.

• Issues instructions in the name of the senior executives and/or administrators.

• Generates purchase requisitions and maintains office supplies inventory.

• Observes safety regulations and communicates potential safety hazards.

• Prepares monthly/quarterly reports under guidance of senior executives and/or administrators.

• Assists with agenda preparation and distribution of packets as required.

• Keeps supervisor informed of details affecting office management decisions.

• Assists patrons in booking rental rooms.

• Collects payments for rental rooms and maintains rental account files.

• Creates set-up options and manages meeting room furniture and equipment.

• Sets up equipment for meetings as required.

• Tracks meeting room rentals, processes deposit refunds, and generates invoices for rentals.

• Manages accounts receivables for rentals and Interlibrary Loans.

• Transcribes minutes for Library Board meetings, supervisor meetings, policies, and special meetings.

• Prepares meeting packets and coordinates meeting times with Library Board members.

• Assists in making meeting arrangements and composes directives, bulletins, schedules, and agendas.

• Ensures accurate recording of proceedings during meetings when needed.

• Prepares orientation packs for new board members and representatives and provide Library tours.

• Handles accounts payable and accounts receivable.

• Manages work orders and billing for public works.

• Processes paperwork related to new hires, resignations, and terminations.

• Handles cash and process daily deposits as required. Summarizes information for standard reports; selects data from varied sources including staff reports and recommendations for review by a Library Director. (Weekly, Monthly, Annual Report, Statistical Report, and Volunteer Report).

• Tracks and maintains library’s Art work.

• Tracks library utilities costs.

• Tracks continuing education hours.

• Schedules and coordinates appointment calendars for the Library Director.

• Responds to sensitive requests for information and assistance; (incident/injury Report).

• Maintains/oversees the maintenance & retention of all departmental files.

• Supports Service Aide back up for daily cash and payroll duties.

• Updates the 27-day cycle window to reflect any absences that will disrupt the cycle.

• Maintains an accountability ledger for each injury-related case eligible for weekly TIBs reimbursement under workers' compensation.

• Manages attendance ledgers, vacation and sick leave ledgers.

• Handles employee action forms and card updates.

• Performs data entry in the AS400 system for payroll purposes.

• Manages budget ledgers for fiscal year accountabilities related to fire suppression and airport personnel.

• Maintains roster accountability for promotional vacancies and assesses eligibility list availability.

• Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service.

• Other duties may be required.

Additional Requirements:

• Some positions will require the performance of other essential and marginal functions depending upon assignment.

SUPERVISION RECEIVED & EXERCISED

• General supervision is received from the Department Director, or appointed Designee.

• May exercise direct or indirect supervision over clerical staff.

QUALIFICATION GUIDELINES

Knowledge of:

• Format and organization of correspondence, reports, and written directives.

• Modern office practices, procedures, and equipment.

• Municipal organization.

Ability to:

• Operate a typewriter, personal computer word processor, and other common office machines.

• Act independently and logically to implement policies of supervisor.

• Compose correspondence from fragmentary instructions.

• Work cooperatively with other City employees and the public.

• Communicate orally, in the English language, with employees and the public in face-to-face one-on-one settings, in group settings, or using a telephone.

• Comprehend and make inferences from written material.

• Learn job-related material primarily through oral instruction and observation. This learning takes place mainly in an on-the-job training setting.

• Enter data or information into a terminal, PC or other keyboard device.

• Sort, separate, arrange, file or distribute incoming mail, materials in prescribed manner.

• Produce written documents with clearly organized thought using proper sentence construction, punctuation, and grammar.

• Work safely without presenting a direct threat to self or others.

Education & Experience:

• Associate’s Degree or equivalent from two-year college or technical school; one (1) years of related experience and/or training; or equivalent combination of education and experience.

Licenses, Certificates & Registrations:

• None required.

PHYSICAL REQUIREMENTS

This employee is regularly required to sit; use hands and fingers, handle, feel; reach with hands and arms; lift arms and reach above shoulder height to retrieve or place files or books; and bend or stoop to retrieve or place file or books. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus.

WORKING CONDITIONS

The noise level in the work environment is usually moderate.

SAFETY SENSITIVITY

This position is not classified as a safety-sensitive position.