Executive Administrative Assistant Ii

Duration: 3-6 Months

Work Days:  Monday – Friday

Work Hours: 8-5

Job Description:

• The purpose of this position is to perform a wide variety of secretarial, complex clerical and clerical accounting duties in support of an assigned division or program; perform the more complex duties assigned to the work unit; and provide information and assistance to the public regarding City policies and procedures.
• This is the full journey level class within the Administrative Assistant series. Employees within this class are distinguished from the (I level) by the performance of the full range of duties as assigned. Employees at this level receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit. Positions in this class are flexibly staffed and are normally filled by advancement from level I, or when filled from the outside, have prior experience.

Essential Functions:

• Perform a variety of secretarial, complex clerical, andjor accounting clerical duties in support of assigned department, division, or team. Review, research, and summarize a variety of fiscal, statistical, and other information; prepare various reports, memoranda, and correspondence.
• Maintain a calendar of activities, meetings, and various events for assigned staff; and schedule meetings and coordinate activities with other City divisions and departments, the public, and outside agencies. Screen office and telephone callers; respond to complaints and requests for information on regulations, procedures, systems and precedents relating to assigned responsibilities.
• Serve as liaison for the assigned area with other City departments, divisions, and outside agencies; and answer questions and assist in negotiating and resolving sensitive and controversial issues. Perform a wide variety of complex clerical duties associated with automated and manual record keeping and administrative support systems; and review transactions and records in order to determine adequacy and accuracy of content and appropriate procedures to follow.
• Prepare, coordinate, maintain, and distribute an inventory of supplies and equipment. Collect and account for monies and fees; input information into database; and reconcile daily cash report and petty cash fund.
• Assist in the prioritization of work assignments for clerical coworkers; provide training as necessary; provide information on office procedures; respond to and resolve inquiries; review and monitor work assignments to ensure quality and completion according to established timeliness; and recommend improvements in work flow, procedures, and use of equipment and forms.

Technical Skills Required:

• Education: Equivalent to completion of the twelfth grade (high school diploma or GED).
• Experience: Three years of full-time secretarial, clerical, or related support experience.

Specialized Computer Equipment and Software: Microsoft Office.