Coding specialist serp_jobs.h1.location_city

Administrative Assistant

This position provides highly responsible administrative, secretarial, and clerical assistance to assigned department head, ensuring effective and efficient office operations; represents the City to the public and provides professional, courteous customer service at all times; and performs related duties as assigned. The incumbent works within a general outline of work to be performed, and develops work methods and sequences under general supervision.

The work is considered sedentary in nature and involves walking or standing some of the time and involves exerting up to 10 pounds of force on a recurring basis or routine keyboard operations. The work requires the following physical abilities to perform the essential job functions : fingering, grasping, handling, hearing, mental acuity, repetitive motion, speaking, talking, visual acuity, and walking.

Work environment involves exposure to no known environmental hazards; and is relatively safe, secure, and stable.

The essential job functions include :

• Providing administrative and secretarial support to assigned supervisor, performing such duties as scheduling and coordinating meetings and appointments, researching and compiling data for reports and studies, composing and / or preparing routine and confidential reports and correspondence, making travel and accommodations arrangements for staff, etc.
• Evaluating office operations and making recommendations for changes in order to maintain office productivity and efficiency.
• Assisting supervisor in planning and implementing various department programs, activities, and services as assigned.
• Compos[ing, preparing, typing, copying, filing, processing, mailing, and / or transmitting various documents, which may include forms, correspondence, memos, presentation materials, reports, agreements, contracts, leases, press releases, etc.](
• Establishing and maintaining the department's filing system.
• Attending meetings; preparing meeting agendas and packets; preparing and distributing meeting minutes; providing administrative and clerical support to various committees, commissions, and boards as required.
• May provide technical and clerical assistance in the preparation of assigned budgets; may assist in administering grants; may monitor expenditures, process invoices, reconcile accounts, and prepare related financial records and reports.
• Answering the telephone; providing accurate information to callers and / or forwarding calls to appropriate personnel; taking messages as needed; greeting and assisting office visitors.
• Performing other routine clerical work, including but not limited to copying and filing documents, sending and receiving faxes, entering and retrieving computer data, preparing spreadsheets, assembling materials, ordering supplies, processing daily mail, maintaining lists and logs, etc.
• Receiving, researching, and responding to inquiries, requests for assistance and concerns from other City departments, agencies, organizations, professionals, and the public; assisting supervisor in coordinating department activities with those of other departments and agencies as appropriate.
• Providing leadership of assigned clerical staff; offering training, advice, and assistance as necessary.
• Procur[ing office goods and services.
• Serving as the liaison between supervisor and others.
• Attending staff, committee, and City meetings as required; may represent supervisor at various meetings as requested.
• Attending training, meetings, seminars, and / or workshops to enhance job knowledge and skills.
• Performing other related duties as assigned.

Minimum requirements to perform work include :

Knowledge, skills, and abilities include :