Planning Department Administrative Assistant II

Description

Statement of Duties

Highly skilled, administrative, bookkeeping and clerical work to support the activities of the Department; all other related work as required.

Works to anticipate, meet and exceed customer service expectations in a positive and professional manner.

Supervision

Works under the general supervision of the Department Head or designee. Generally establishes own work plan and priorities to complete routine work assignments. New or unusual assignments may require additional instruction and supervisory review.

Performs varied, responsible clerical and administrative duties, which require the frequent exercise of independent judgment and initiative. Must have a working knowledge of bookkeeping principles, purchasing methods, data processing techniques, and departmental operations with some guidance from supervisor.

Job Environment

Most work is performed under typical office conditions. May be required to attend board and committee meetings to take minutes and officially record actions taken.

Operates a computer and general office equipment, such as a personal computer, calculator, copier, and telephone.

Makes frequent contact with the general public, lawyers, city employees, local officials, municipal building tenants, as well as officials of outside agencies. Contact is by telephone, in person, and correspondence and personal meetings.

Has access to department confidential information, such as bid proposals, reports and personal information regarding citizens and clients receiving service. Has access to litigation documents, and to confidential communication between the department, citizens, clients, employees, and other outside agencies.

Errors in the application of established departmental clerical procedures could result in monetary loss, reduced levels of service confusion and delay in the provision of services and could have legal and/or financial repercussions for the city.

Essential Functions

The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

Special Note: This class of Administrative Assistant II, is common to several city departments where the duties are of similar complexity and responsibility, but where the actual work tasks are apt to be somewhat different.

Prepares correspondence, reports, minutes of committee meetings, grant applications as well as official correspondence from the Department Head and other professional department staff.

Answers and screens in-coming telephone calls, clients and visitors; routes, responds to and keeps track of citizen concerns and complaints. Responsible for facility schedule maintained by department.

May attend a counter or reception desk, answering inquiries and complaints of a routine nature; explains appropriate procedures, regulations or policies based on knowledge of office functions, programs or operations of the department.

Reviews applications for licenses, variances, permits, general assistance, etc., for completeness and accuracy. Schedules appointments/inspections for department staff.

Various Boards and Committee functions: Organize and schedule meetings, prepare agendas, attend meetings to take minutes.

Manager social media or webpage for department.

Maintains logs and files of department records, maps, reports and correspondence.

Assists in the preparation of official documents such as the budget, lease agreements, department payroll, payables, bid documents and official correspondence to ensure accuracy and compliance with collective bargaining agreements, local and state laws and policies.

Maintains detailed and accurate financial records pertaining to the operations of the department; may reconcile various department balances to business office according to standard office procedures; performs basic arithmetic computations to maintain record of reimbursements and fees collected.

Files workers compensation and liability claims.

Attends staff meetings and meetings with other agencies as required.

Manages the procurement of materials, supplies and department inventory in accordance with City procedures; performs other similar or related work as required or as the situation dictates.

Recommended Minimum Qualifications

Education and Experience
High School Degree or equivalent; three to five years of responsible clerical/bookkeeping experience required or an equivalent combination of education and experience which provides the required knowledge, skills or ability required.

Special Requirements

Knowledge, Ability and Skill

Knowledge: Working knowledge of municipal bookkeeping and budgetary functions. Thorough knowledge of office practice and procedures. Thorough knowledge of office terminology, procedures and equipment. Working knowledge of City government. Working knowledge of applicable office and financial software applications.

Ability: Ability to interact in a positive and effective manner with employees and the general public. Ability to communicate effectively, orally and in writing. Ability to use a personal computer and related office software. Ability to operate a telephone and standard office equipment. Ability to maintain detailed and accurate records and to execute oral and written instructions in a precise manner.

Skill: Excellent planning and organizational skills. Excellent employee relations and public relations skills and ability to handle multiple tasks. Good judgment and integrity. Proficient mathematical and bookkeeping skills.

Physical and Mental Requirements

Minimal physical effort generally required in performing administrative duties. Position requires the ability to operate a keyboard and standard office equipment. Occasionally required to lift office equipment weighing no more than 30 pounds. The employee is frequently required to use hands to finger, handle or feel office equipment and to reach with hands and arms. The employee is frequently required to sit, talk and hear. Specific vision requirements include close vision, distance vision, and to adjust focus.