Administrative Assistant Public Services

Performs skilled administrative support and intermediate skilled technical work assisting with a variety of specialized office support tasks, and related work as required. Work is performed under the limited supervision of the departmental supervisor.

Providing primary administrative support in a division or department; preparing and maintaining detailed and/or confidential reports, records and files.
The following functions are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
Enters a variety of data into computer; verifies statistical and other records for accuracy and completeness; enters and retrieves sensitive and restricted information into computer system.
Coordinates and assists with processing payroll, budgetary and other financial data; prepares bills; performs calculations and posts to statistical and other records applying knowledge of regulations.
Prepares and maintains a variety of office files, accounts and other records; assists with budget process; compiles information and verifies data using spreadsheets and other documents.
Takes and transcribes dictation; types a variety of documents including correspondence, forms, reports, purchase orders, requisitions, meeting minutes, agendas and related documents, etc. where a knowledge of format and presentation is necessary; answers routine correspondence independently.
Greets visitors, citizens and customers; answers telephone; provides information; forwards calls and directs visitors to appropriate party; handles inquiries or complaints from the general public; assists the public with the completion of records, applications, etc.
Maintains various inventories; orders office supplies; operates a variety of office equipment; serves as back-up for other office personnel. Prepares and codes purchase orders and invoices; prepares and monitors work order system; keeps cost and inventory records. Receives, sorts, processes and distributes incoming and outgoing mail.
Makes schedules; coordinates meetings; makes appointments.
Performs other related tasks as required.

Associates/Technical degree with coursework in business administration, or related field and considerable experience in office assistance and administration, preferably in a municipal office environment, or equivalent combination of education and experience.
Thorough knowledge of the organization and functions of the department and of general administrative policies and practices; thorough knowledge of standard office practices, procedures, equipment and office support techniques; thorough knowledge of business English, spelling and arithmetic; ability to read, understand and interpret difficult materials with complicated information that may contain excerpts from regulatory and/or legal documents; ability to keep office records and to prepare accurate reports from file sources; ability to perform and organize work independently; ability to prepare effective correspondence on routine matters and to perform office management details without referral to supervisor; ability to operate standard office and computer equipment including ability to operate specialized software; ability to establish and maintain effective working relationships with associates and the general public.

This work is sedentary and requires little to no exertion of force; work regularly requires sitting, speaking or hearing and using hands to finger, handle or feel and frequently repetitive motions; work has no special vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office with typewriters and/or computer printers, light traffic).