DEFINITION

This classification performs a wide variety of complex office support, administrative, and secretarial duties for staff, commissions, and committees; and other duties as assigned.

DISTINGUISHING CHARACTERISTICS

The Administrative Assistant is distinguished from the Office Assistant and the Secretary classes by the difficulty and complexity of the work performed and the required thorough knowledge of the operations and administrative policies and procedures of the department to which assigned. Incumbents are expected to exercise initiative and independent judgment in the performance of assigned duties; apply the body of technical knowledge in the performance of their duties; and exercise judgment within the scope of their authority, with review of end results by management. Accuracy and attention to detail are essential.

SUPERVISION RECEIVED

General supervision is provided by professional or management personnel. Functional or technical supervision may be provided by technical, professional or management personnel. May provide lead supervision by assigning and reviewing the work of support staff.

ESSENTIAL DUTIES

Provides a full-range of administrative support to the assigned department and relieves management staff of administrative details

Prepares a wide variety of reports, letters, memoranda, statistical charts, and other materials related to responsibilities assigned

Responds to requests for information and complaints on regulations, procedures, systems, and precedents relating to responsibilities assigned

Interprets City policies, rules, regulations and refers inquiries as appropriate

Prepares City Council reports, resolutions, and ordinances; coordinates public hearings and files legal notices

Works with other City departments and outside agencies and consultants to ensure the timely processing of permits, applications, and other items

Reviews documents such as contracts, agreements, and permits for completeness and consistency with City policies, rules, regulations, insurance requirements

Collects and assembles data and background materials

Maintains systems to monitor program, project and departmental budgets

Develops office procedures and policies

Processes purchasing requests, codes invoices, bills for cost recovery and other services, processes claims for reimbursement; implements and maintains petty cash fund

Performs general office work, including filing, scheduling appointments, coordinating meetings

Answers phones; serves customers at public counter

Maintains department library and both paper and electronic files

May assist in developing specifications for contracts and purchasing; assist with contract administration of capital improvement projects; coordinate and track the bidding and contracting process; assist with plan review distribution; use permit tracking system to coordinate billing and payment for engineering applications; administer simple encroachment permits and transportation permits

May serve as Recording Secretary to a board or commission, and prepare agendas, notifications, background materials; take minutes at meetings; and process post-meeting documents

May make presentations or give tours to groups of employees and the public; drive a City vehicle to deliver documents; assist in the training of new or temporary staff

May assist with the department's budget by researching and analyzing costs and expenditures and by entering budget data into the computer; coordinate safety program/meetings; coordinate employees' training and maintain training records; maintain operational manuals and procedures.

QUALIFICATIONS

Experience/Education

Any combination equivalent to experience and education that could likely provide the required knowledge and abilities would be qualifying.

Experience - A typical way of obtaining the required qualifications is three (3) years of increasingly responsible administrative work experience.

Education - Equivalent to completion of the twelfth grade is required. Completion of college-level course work related to area of assignment is desirable. A Bachelor's Degree in a related field is desirable.

Knowledge/Skill/Ability

Knowledge of modern office procedures and practices; organization, procedures, and operating details of department or division to which assigned; financial and data processing systems similar to the ones used by the City; research techniques, sources of information and methods of report presentation; correct punctuation, spelling, and grammatical usage; basic business arithmetic; modern office equipment, including computers and word processors; filing, indexing, and cross-referencing methods; financial record keeping and reference sources. Skill to type accurately at a speed of not less than 50 net words per minute. Ability to work under tight deadlines; communicate clearly and concisely orally and in writing; develop and maintain effective and cooperative working relationships; properly interpret and make decisions in accordance with laws, regulations and policies; understand the organization and operation of the City and of outside agencies; understand, interpret and apply a body of technical information beyond assigned department policies and procedures; comprehend and make inferences from written material; plan, assign work, and train other support staff; communicate effectively both orally and in writing; communicate orally face-to-face and using a telephone; learn and utilize new technology.

Working Conditions

Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting, and stooping in the performance of daily office activities. The position requires grasping, repetitive hand movements, and fine coordination in preparing statistical reports and data using a computer keyboard. Additionally, the position requires near vision in reading correspondence, statistical data and using a computer, and hearing is required when providing, phone and communicating in person. The need to lift, drag, and push files, paper, and documents weighing up to 25 pounds is also required.

LICENSE/CERTIFICATE

Possession of a Class C California Driver's License by date of appointment.