Administrative Assistant

ADMINISTRATIVE ASSISTANT II – Water Resources Department

GENERAL DEFINITION OF WORK:

Performs responsible, skilled clerical and routine administrative work in the performance of a variety of tasks requiring a qualified typist: does related work as required.

Work is performed under minor supervision. Supervision may be exercised over other clerical personnel.

TYPICAL TASKS:

• Receives calls and callers for the department director; ascertains the nature of business, directs to appropriate section for disposition; answers questions and responds to inquiries or complaints on department operations, policies and procedures;
• Processes service requests;
• Dispatches messages via proper communication methods; telephone, email, radio;
• Undertakes special projects as assigned by the director;
• Maintains calendar, schedules appointments and interviews;
• Prepares and follows up on work orders for proper and timely action;
• Maintains proper records on personnel, inventories and operations;
• Prepares reports as required;
• Schedules meetings, records actions and follows up on results;
• Maintains databases, files, computer programs and other records;
• Routes mail, answers correspondence;
• Operates standard and specialized office equipment;
• Handles requisitions/purchase orders/receiving reports and other financial matters;
• Performs any other tasks essential to the department and/or City needs deemed necessary by the department director, in a professional manner.

KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of office practices, procedures, equipment and techniques;
• Knowledge of business English, spelling and arithmetic;
• Working knowledge of Microsoft Office Word, Excel, Outlook and Power Point;
• General knowledge of the organization and functions of the department and of administrative policies and practices;
• Ability to keep office records and prepare accurate reports from file sources;
• Ability to communicate via phone, radio, email and direct communications;
• Ability to perform most office management details without referral from supervisor;
• Ability to deal with supervisors, employees and the public courteously and tactfully:
• Ability to perform at the Advanced Journey Level which requires more independence and self-initiative in activities than found at the Level I class;
• Employee is subject to confidential and sensitive information and must be trustworthy in keeping such confidential;
• Sound judgement is required in performing tasks.

PHYSICAL REQUIREMENTS

• Must be able to physically perform the basic life operational support functions of fingering, talking, hearing, stooping, kneeling, lifting, feeling and repetitive motions;
• Must be able to perform sedentary work exerting up to ten (10) pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects such as file boxes;
• Employee is required to be subject to random drug testing for emergency call intake employees;
• A valid state driver’s license is required.

EDUCATION AND EXPERIENCE:

Any combination of education and experience equivalent to graduation from high school and extensive experience in secretarial and office work in an executive office setting.

SPECIAL REQUIREMENTS:

Under very limited circumstances, it may be required to work non-regular hours.