Administrative Assistant Ii - Development Services

GENERAL PURPOSE: Under general supervision, performs complex administrative functions in support of a department. Performs daily administrative functions and more complex project coordination. Responsibilities may vary according to work assignment. This class is differentiated from the Administrative Assistant I by the increase in difficulty and complexity of the assignments.The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Create a variety of routine and non-routine documents, including reports, flyers, and/ or marketing materials, templates, charts, surveys, letters, memos, notices, forms, newsletters, agendas, schedules, and/or other related materials
• Generate and maintain complex spreadsheets, reports, databases, and presentations
• Verify and review materials for completeness and conformance with established regulations and procedures; apply applicable policies and procedures in determining completeness of applications, records, and reports
• Assist public and customer service needs of a more complex manner, respond to requests for information; interpret and explain relevant rules, policies, regulations; analyze issues, determine solutions, and make recommendations to improve processes or procedures
• Coordinate and complete public records requests
• Assist in developing department procedures and policies
• Assist in the creation and tracking of department budget, metrics, and related reports
• Process and review general financial and/or purchasing functions and entries
• Perform record keeping for various funds and expenditures
• Conduct independent research and analysis, compile data, and create statistical, financial, operational, and special project reports using a variety of software systems
• Schedule meetings and appointments; prioritize and resolve meeting schedules; prepare meeting agendas and presentation materials, take and transcribe meeting minutes, and prepare summaries as required
• Coordinate meeting resources and travel
• Develop and manage department files
• Assist with special assignments, projects, meetings, Planning and Zoning Commission Meetings, and/or events through coordination and administration
• Provide administrative training to staff and cross-train in administrative duties as needed
• Handle sensitive and confidential matters
• Performs other duties as required

Education and Experience:
Associate's Degree and three years experience in administrative work; OR equivalent combination of education and experience.
Necessary Knowledge, Skills and Abilities:
Knowledge of:

• Business English, grammar, spelling and arithmetic
• City policies and procedures
• Principles and practices of office management and equipment
• Principles of confidential records, record keeping, and file management

Skill in:

• Assessing and prioritizing multiple tasks, projects, and responsibilities
• Database operations (data input, extraction, report generation)
• Operating a personal computer with associated software and database applications
• Creating and developing complex spreadsheets and databases
• Statistical methods, report writing, and creating presentations
• Excel, Word, PowerPoint

Ability to:

• Maintain confidential and sensitive information
• Effectively handle conflict and sensitive issues
• Work independently as well as a contributing team member
• Handle multiple projects simultaneously and use good judgement in prioritizing and managing work load
• Analyze, interpret, and report research findings
• Work effectively under pressure
• Produce written documents with clearly organized thoughts using proper sentence construction, punctuation and grammar
• Make mathematical calculations and draw logical conclusions
• Communicate effectively both verbally and in writing
• Establish and maintain positive, effective working relationships with those contacted in the performance of work
• Work after hours for occasional night meetings

Special Requirements: None
Physical Demands / Work Environment: Work is typically performed in an office setting
Reports To: Department Director or designee
Supervision Exercised: None
FLSA Status: Non-Exempt
EQUAL EMPLOYMENT OPPORTUNITY: It is the policy of the city to provide employment opportunities to all persons based solely on ability, regardless of race, color, religion, sex, national origin, age, sexual orientation, gender identity or disability. Employment Type: Full-Time, Regular