DEFINITION

Provides administrative support to the City Manager in the overall administration of City operations; performs complex, responsible and confidential administrative duties for the City Manager, Mayor and City Councilmembers, serves as Deputy City Clerk; performs other duties as required.

DISTINGUISHING CHARACTERISTICS

The Administrative Assistant to the City Manager is a single position class. This class is distinguished by the variety of administrative details that require confidentiality, initiative, independent judgement and strong inter-personal skills; by the need for accuracy and attention to detail while acting as the Deputy City Clerk.

SUPERVISION RECEIVED/EXERCISED

General supervision is provided by the City Manager. May provide lead supervision by assigning and reviewing the work of support staff.

ESSENTIAL DUTIES

Provides a full range of administrative assistant support to the City Manager; types or independently prepares correspondence; maintains a variety of municipal files and records; performs a wide variety of complex, responsible and confidential duties for the City Manager, Mayor and City Councilmembers, including screening calls, visitors, and mail; interprets City policies, rules and regulations in response to inquiries and refers inquiries as appropriate; relieves the City Manager of a number of administrative details; independently responds to letters and general correspondence of a routine nature; serves as Deputy City Clerk as assigned; coordinates public hearings; disseminates election information; files legal notices; maintains files for City Manager's Office and City Councilmembers; makes travel arrangements; maintains appointment schedules and calendars; arranges meetings and conferences; processes claims for reimbursement for City Councilmembers; prepares the City Council Agenda; obtains and assembles materials required; types and corrects draft; supervises final product and distribution; takes and transcribes oral dictation from meetings, rough drafts, shorthand notes, or transcribing machine recordings; assembles reports and distributes to staff, the press and interested members of the public; researches past actions of the City Councilmembers and assists the general public in locating information; serves as the Registrar of Voters in providing information and processing assistance to the voting public as necessary; arranges for meetings of special committees; performs related duties as assigned.

QUALIFICATIONS

Experience/Education

Sufficient experience and education to coordinate the City Manager's assigned administrative activities in an effective and efficient manner. A typical way of obtaining the required qualifications is three years of increasingly responsible administrative work experience which includes experience as an administrative assistant to an executive, handling legal or public documents and extensive public contact, plus completion of course work related to administrative functions.

Knowledge/Skill/Ability

Knowledge of the City's policies, rules, administrative regulations and procedures; Windows, word processing, spread sheets and data base management application software; English usage, grammar, spelling and punctuation; modern office methods, procedures, and equipment and business letter writing; election laws and procedures; organization, procedures and operating details of a municipal government; procedures, legal requirements, and methods of disseminating public information regarding the functions of the City Clerk; recordkeeping principles and procedures; political reform requirements, and advanced computer skills. Ability to understand the organization and operation of the City and of outside agencies; as necessary to assume assigned responsibilities; communicate effectively, orally and in writing; handle confidential material in an effective manner; work cooperatively with other departments, City Officials, and outside agencies; interpret and apply administrative and departmental policies, laws, and rules; type accurately from clear copy at a speed of 60 net words per minute; take dictation at a speed of not less than 90 net words per minutes may be required; compose correspondence independently; compile and maintain copies and extensive records and files; analyze situations carefully and adopt effective courses of action; monitor various deadlines and legal requirements for compliance with election code and other regulations; understand and carry out oral and written directions; function as a Notary Public and maintain cooperative working relationships.

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 also requires grasping, repetitive hand movement, and fine coordination in preparing statistical reports and data using a computer key board. Additionally, the position requires near, far, and color vision in reading correspondence, statistical data, and using the computer, and hearing is required when providing phone and face-to-face service. The need to lift, drag, and push files, paper, and documents weighing up to 25 pounds also is required.