Administrative Assistant I

1. Compiles budget data for approval by the Department Director; monitors Departmental budget by reviewing monthly reports to ensure budgeted amounts are not exceeded; determines which accounts are in need of revenue transfers and prepares forms for approval by Department Director. 
2. Researches and compiles information regarding Departmental budget; including prior year expenses and special project accounts; maintains a computerized database of all Departmental expenses. 
3. Maintains an inventory of office supplies; requisitions supplies as needed, and requests payments on invoices for ordered items. 
4. Drafts routine correspondence for signature by the Department Director. 
5. Enters payroll information into the computer for assigned Divisions by coding leave time, overtime, and salary adjustments; prepares employee status change forms and requests for personnel; maintains Department personnel files, including disciplinary action documents and EPAS information. 
6. Serves as the petty cash custodian; forwards petty cash vouchers to the Finance Department and ensures reimbursement for purchases made by employees. 
7. Maintains an inventory listing of equipment assigned to the Department; reviews annual physical listing to ensure the equipment listed is properly assigned to the Department. 
8. Maintains hard copy and computer files of information regarding department projects, correspondence, and legal opinions, and materials. 
9. Types letters, memoranda, reports, forms and other correspondence utilizing word processing software; transcribes dictation. 
10. Requisitions payments for utilities, maintenance and inspections of the copier, the elevator, and the heating and air conditioning units of the building.

1. Makes travel arrangements and processes travel forms for the department staff.  
2. Serves as key custodian for the building; issues keys to departmental staff and maintains accountability for issued and non-issued building keys. 
3. Prepares and submits work orders to the appropriate Department for the repair and maintenance of the building. 
4. Provides backup to the Administrative Technician by directing callers and visitors to the appropriate person or department. 
5. Maintains an appointment calendar for the Department Director. 
6. Requisitions payment of professional association dues for department employees; maintains a library of association publications for use by employees. 
7. Distributes mail to the appropriate department employees. 
8. Monitors Departmental Workers' Compensation claims to ensure compliance with City policies and procedures. 
9. Answers questions from callers and visitors regarding complaints, Departmental operations and procedures and contacts appropriate personnel 
10. Performs other related duties as required.

• Knowledge of standard office practices and procedures.   
• Knowledge of research methods and techniques.  
• Knowledge of hard copy and computer filing and record-keeping systems.  
• Knowledge of applicable City-wide and departmental policies, procedures, and ordinances.  
• Knowledge of budget processes.  
• Knowledge of descriptive statistics.  
• Skill in the operation of a computer, utilizing database, spreadsheet, and word processing software.  
• Skill in the operation of a desk calculator.  
• Skill in the operation of an automatic transmission vehicle.  
• Ability to analyze and interpret research findings.  
• Ability to develop administrative policies and procedures.  
• Ability to prepare narrative and statistical reports.  
• Ability to maintain hard copy and computer files and records.  
• Ability to interpret laws and regulations.  
• Ability to monitor budget expenditures and determine annual budget requirements.  
• Ability to perform mathematical calculations.  
• Ability to supervise the work activities of assigned clerical, technical and/or part-time employees. 
• Ability to communicate effectively, both orally and in writing.

The physical demand characteristics and activities indicated below are representative of those that will be required to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.