Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.
DEFINITION
This is the third level of the Administrative Support series. Incumbents conduct and coordinate administrative support and office administration activities; handle and track public relations and citizen issues and questions; assist in the development and implementation of administrative support processes throughout the division, department, and/or City; interacts regularly with the public, outside vendors, public agencies, community and industry organizations, City Council, boards and commissions including critical, complex or sensitive public contact; regularly manages special projects requiring the collecting, compiling, and summarizing of information obtained; represents the City and/or City supervisor/manager/department head as required.
DISTINGUISHING CHARACTERISTICS
In addition to tasks of Senior Administrative Assistant, incumbents perform the most complex paraprofessional duties in multiple administrative functional areas. Incumbents have specific working knowledge of administrative procedures and organizational operations to interpret and apply guidelines, to advise others about options, and to take or effectively recommend action and correct errors in situations that require interpretation, coordination, or reconciliation of multiple guidelines. Frequently takes independent action; anticipates and plans for changes in internal and/or external operating conditions and business needs; handles critical, complex or sensitive public contact and/or council/board contact and acts as the liaison between managers and clients; acts as departmental/division information resource and resolves problems independently. Uses advanced technological abilities to develop and design a variety of presentations, reports, and publications.
Incumbents may act as a lead worker by assigning and reviewing daily work, conducting training, providing performance input and acting as a resource to other staff.
JOB CLASSIFICATION
Non-Exempt, Non-Safety Sensitive.
SUPERVISION RECEIVED AND EXERCISED
Receives supervision from Deputy Police Chief Services.
May exercise lead supervision over administrative support staff.
PRIMARY DUTIES--The following are examples of primary duties assigned to positions in this classification. Other related duties and responsibilities may be assigned.
1. Recommend and assist in the implementation of goals and objectives for assigned programs and functions; develop, recommend, and implement procedures; assist in the evaluation of operations and activities of assigned responsibilities; recommend improvements and modifications.
2. Assist in coordinating the function budget; compile annual budget requests; prepare projections; recommend expenditure requests for designated accounts; monitor budget accounts; process expenditure requests for designated accounts; may administer a small office budget.
3. Assist in administering, monitoring and reviewing office management and technical process and procedures; compile data for special projects and program; ensure equipment, supplies, contracts, and related items are available and in compliance.
4. Track and resolve customer and other departments’ questions, issues and inquiries; research and disseminate responses; resolve elevated issues and problems; work to resolve issues with difficult customers.
5. Prepare, maintain, and review a variety of records, documents, manuals, and logs; develop, recommend, and implement records management procedures and processes; monitor compliance of the records management system.
6. Perform technical duties and highest level of work within assigned function; complete special projects related to assigned function; conduct research to recommend and implement changes and updates; monitor and update office/function manuals and procedures; audit work of other staff.
7. Act as function supervisor in the absence of formal supervisor.
8. Perform other duties of a similar nature or level.
QUALIFICATIONS
Knowledge of:
Staff training and leadership methods.
English usage, spelling, grammar and punctuation.
Principles and procedures of record keeping.
Principles of business letter writing and report preparation.
Basic accounting methods and procedures.
Database entry and utilization.
Customer service procedures and principles.
Principles and practices of assigned duties.
Modern office technology and equipment, including computers and related software applications.
General mathematics including addition, subtraction, division, and multiplication.
Applicable Federal, State and local codes, laws and regulations.
Ability to:
Perform responsible and difficult administrative support work involving the use of independent judgment and personal initiative.
Learn the organization, operation and services of the City and of outside agencies as necessary to assume assigned responsibilities.
Comply with Payment Card Industry (PCI) standards for handling and securing payment card information
Interpret and apply general administrative and departmental policies and procedures.
Independently prepare correspondence, reports, newsletters, and memoranda.
Take and transcribe dictation, if required by the position, at a speed necessary for successful job performance.
Type at a speed necessary for successful job performance.
Implement and maintain filing systems.
Operate and use modern office equipment including computer and various software applications.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
Speak, read, comprehend, and write the English language fluently.
Experience and Training Guidelines
Minimum requirements:
Experience:
Three (3) years of increasingly responsible administrative support, clerical, and customer service experience.
Training:
High school diploma or G.E.D.
Other combinations of experience and education that meet the minimum requirements may be substituted.
License or Certificate:
Some assignments in this classification require possession of, or ability to obtain, Notary Public Commission.
Some assignments in this classification require specialty certifications related to the area of assignment.
WORKING CONDITIONS
Environmental Conditions:
The classification is performed in the following working environment:
Office environment; exposure to computer screens.
Physical Conditions:
The job is characterized by:
Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
The following physical activities are very or extremely important in accomplishing the classification’s purpose and are performed on a daily basis:
While performing the duties of this job, the employee is required to sit for prolonged periods. The employee is regularly required to see, hear, talk, stand, twist and use repetitive motions in the conduct of work. The employee is also required to perform light lifting.