Administrative Assistant Ii (Streets & Sanitation)

Purpose

Essential Functions

• Provides administrative support to advisory committee;
• Assists with preparation of marketing material and publicity, grants and special project materials, and maintains manuals;
• Manages cash drawers, receipts, and deposit processes.

• Performs a variety of secretarial/administrative support work for assigned staff, supervisory and/or management personnel including takes and screens calls, writes letters, and assists visitors;
• Schedules meetings/appointments;
• Organizes and maintains files/records, provides follow up of pending issues/concerns;
• Composes/types routine letters and other correspondence;
• Develops estimate sheets and obtains necessary approvals;
• Helps develop division budget and monitors budget status.
• Prepares and processes purchase orders/requisitions to facilitate the purchasing process for department;
• Inventories/orders standard and non-standard office supplies and materials;
• Maintains calendars/schedules, makes travel arrangements;
• Provides information and assistance to a variety of incoming telephone calls and in person requests;
• Enters and retrieves department information from computerized files.
• Performs research of specific department information or general information;
• Compiles a variety of data for administrative and annual operational/budgetary reports;
• Formats, and compiles materials for special departmental informational bulletins/brochures;
• Maintains departmental payroll records, enters timesheet records of actual hours including leave/overtime;
• Performs a variety of routine office support tasks including copying, filing, distribution of mail and updates to manuals.
• Performs other duties as assigned.

Qualifications

• Knowledge of the operations and functions of the specific department;
• Knowledge of general bookkeeping practices and procedures;
• Knowledge of general office management principles and practices;
• Skill in maintaining confidential information and in the application of judgment in release of information to authorized persons;
• Skill in preparing a variety of records, reports and correspondence;
• Skill in establishing and maintaining effective working relationships with other departmental personnel, outside vendors and the general public;
• Skill in maintaining filing and record systems;
• Skill in following oral and written instructions, policies and procedures;
• Skill in the use of MS Office including word processing, spreadsheets and presentation applications;
• Skill in operating a variety of office equipment, including personal computer, telephone, copier, FAX and computer terminal.

Education and Experience

High school graduate or high school equivalent; plus, experience equivalent to three years full-time secretarial/office support work OR completion of a post high school education in Office Management or closely related area may substitute for one year required experience.