Administrative Assistant (Public Safety)

Fully independent administrative support professional; performs high-level secretarial and administrative duties and provides advanced customer service in support of department operations.
This position will be assigned at the Department of Public Safety.

Position Description

Essential Job Functions

An employee in this position may be called upon to do any or all of the following essential functions. These examples do not include all of the duties which the employee may be expected to perform. To perform this job successfully, an individual must be able to perform each essential function satisfactorily.
1. Develops, establishes, maintains and manages department electronic and paper filing systems to ensure public records and internal Public Safety documents are managed in compliance with record retention requirements and established protocols. Develops and implements records disposal schedules according to established record retention system.
2. Independently identifies, plans and provides secretarial, administrative and clerical support for various department operations, administrative processes and customer service needs.
3. Assists customers in person and by phone or other means, addressing and resolving standard and complex problems or issues. Addresses most situations independently and coordinates the most complex issues with managers as appropriate.
4. Provides guidance, instruction and advanced facilitation to customers regarding department operations, rules, procedures, forms, protocols and other requirements to ensure they understand processes, obtain and complete required paperwork and receive adequate and complete information.
5. Drafts standard and advanced correspondence, documents, forms, reports, and related items. Completes technical research, analyzes data, prepares recommendations and reports.
6. Independently creates and maintains logs, databases, spreadsheets and other internal reports. Assesses internal procedures and policies and makes related suggestions.
7. Prepares packets, reports and other standard and complex handouts, materials, official documents or publications.
8. Schedules appointments, arranges and confirms meetings and otherwise manages departmental calendars and coordinates activities.
9. Schedules and attends meetings, takes minutes, prepares minutes and otherwise provides secretarial support as assigned.
10. Coordinates regular and mass mailings and ensures departmental mail is properly processed and directed. Independently responds to standard correspondence on behalf of managers or administrators as directed.
11. Responds to formal requests for information, coordinates FOIA requests with appropriate city departments and legal counsel.
12. Assists internal and external customers with scheduling meetings, reserving rooms or facilities and making related arrangements.
13. Coordinates travel arrangements for managers/administrators and/or elected officials. Makes reservations and completes registration materials.
14. Coordinates and completes departmental bookkeeping and purchasing activities. Assists with processing purchase requisitions, payroll and timesheets, receipts and deposits, invoicing, monitoring budgets and expenditures and related tasks, takes payments, processes permits and other related billing, including processing parking tickets.
15. Coordinates special events and programs, completes research, reports and special projects as assigned.
16. Monitors and orders office supplies and troubleshoots equipment for the department. Prepares and processes purchase orders and invoices according to established procedures and coordinates with the Finance Department as needed.
17. Performs related work as required.

Knowledge, Skills, Abilities and Minimum Qualifications

The requirements listed below are representative of the knowledge, skills, abilities and minimum qualifications necessary to perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the job.
Requirements include the following:

• High school diploma or GED and additional vocational training or college level coursework is required.

• Three or more years of responsible secretarial or administrative support experience.

• Knowledge of department operations and administrative procedures and practices.

• Skill in the operation and troubleshooting of general office equipment.

• Skill in the use of office computers and advanced skill in the use of word processing, database and spreadsheet software.

• Ability to coordinate multiple tasks, adjust to changing priorities and work within deadlines.

• Ability to prepare accurate and professional documents, records, reports and correspondence.

• Ability to establish and maintain effective working relationships and provide positive customer service according to city standards and policies.

• Ability to type and enter data with speed and accuracy.

Physical Requirements and Work Environment

The physical demands and work environment described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the job.
An employee in this position spends the majority of their time in an office setting with a controlled climate where they sit and work on a computer for extended periods of time, communicate by telephone, email or in person, and move around the office or travel to other locations.