Administrative Assitant
Date Adopted by City Manager
03/03/06
Comp. Code
8810
SEIU - Clerical, Technical & Professional
Classified
Job Title:
Administrative Assistant
Definition
Under general supervision, to perform responsible, complex, and confidential administrative and routine duties for a City department or a major administrative office; to provide high-level administrative assistance to department Directors and management officials; to perform related work as assigned.
Disinguishing Characteristics
Perform difficult clerical and administrative work for a department or administrative office involving considerable independent judgment; assume individual initiative as required to set work priorities and determine the most effective methods for accomplishing work; operate a personal computer; install and revise filing systems and other clerical procedures; complete statistical forms in the maintenance of department records; schedule travel arrangements and meeting appointments; serve as an office receptionist as required; operate transcription, typing, and duplicating equipment; attend meetings, record minutes and prepare them for distribution; may type official legal documents such as leases, bid announcements, City ordinances and resolutions; may process payroll changes; receive and record receipt of various City permit and license fees; maintain office supplies; compile and tabulate information for routine reports; assist in the supervision, training, and evaluation of assigned staff; perform related assignments as necessary.
Typical Duties
Respond to public requests for information and service; prepare draft and final routine reports, correspondence, and meeting minutes; attend and/or act as staff to citizen advisory committees where necessary; independently process documents related to complex administrative procedures; prepare drafts of administrative procedures, reports, final letters of own composition, memos, and other documents as necessary; may assist in the formulation and implementation of management policies relating to labor relations and other confidential personnel matters; may occasionally supervise others; work independently to perform tasks as required; assist in preparation of routine studies, statistical analysis, and other administrative activities as necessary; may research, develop, review, and prepare grant applications, including monitoring existing programs for compliance with regulations; may prepare and assist in the review and analysis of department budgets.
Tools and Equipment Used
Scales; postage machine; folding and sorting machine; 10-key calculator; phone; computer terminal; copy and fax machine.
Physical Demands
While performing the duties of this job, the employee is constantly required to use hands to finger, handle, or operate objects, tools, or controls; and reach with hands and arms. The employee is required to walk, sit, stand, talk, and hear. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, peripheral vision, depth perception, color perception, and the ability to adjust focus.
Work Environment
The noise level in the work environment is usually moderately quiet.
Desired Qualifications
Knowledge of
Modern office practices and procedures including business correspondence, filing, and standard office and word processing equipment operation; statistical record keeping methods; correct English usage, spelling, grammar, and punctuation.
Ability to
Perform difficult and responsible administrative and clerical work; type accurately at a minimum speed of 60 words per minute; operate personal computers utilizing a variety of software including word processing, data base, and spreadsheet applications; use good judgment and make sound decisions in accordance with established procedures and policies; handle multiple projects simultaneously; work with numerous interruptions; adjust to changing priorities; establish and maintain effective and cooperative working relationships with those contacted during the course of work; effectively supervise, train, and evaluate assigned staff.
Experience
Four years of increasingly responsible clerical and administrative experience involving frequent public contact.
Education
High school graduation or equivalent supplemented by specialized administrative or business office training.
Additional Requirements
Possession of a valid California Driver License.