Job Description

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DISTINGUISHING FEATURES OF THE CLASS

The Administrative Assistant I is responsible for providing highly skilled secretarial support to a senior executive or administrator. Duties include providing support to management and employees, assisting in daily office needs and managing the companys general administrative activities. Duties include transcribing meeting minutes, managing records, and data entry. Also assists in keeping advisory boards up-to-date and help with appointments for city officials. Additionally, manages phone calls, correspondence, and appointments for the Mayor, City Commission, and Administration. While some positions in this class act as office managers and/or may supervise a small clerical staff, Administrative Secretaries are characterized by responsibility for a variety of administrative activities to be met with minimal supervision. An Administrative Assistant I is required to make, and is held accountable for, decisions on operating problems within a definite sphere of activity.

ESSENTIAL DUTIES AND RESPONSIBILITIES

This list is not intended to be construed as an exhaustive list of all functions, responsibilities, skills, and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate.

Performs a wide variety of highly skilled secretarial tasks for an administrator.

Schedules and coordinates appointment calendars for one or more administrators.

Responds to sensitive requests for information and assistance.

Coordinates the flow of paperwork including periodic and special reports between various divisions.

Composes and @types directives, bulletins, schedules, and agendas.

Makes arrangements for meetings and ensures that proceedings are properly recorded.

Types and edits drafts.

Maintains/oversees the maintenance of departmental administrative files.

Operates a variety of office equipment incidental to clerical and secretarial duties.

Talks with citizens making complaints or requesting service in person or by telephone, providing necessary information and following through on the resolution of problems.

Keeps supervisor informed of details affecting office management decisions.

Issues instructions in the name of the agency head.

Reviews incoming correspondence, drafting responses on matters for which authority has been delegated.

Makes travel arrangements while following due process with travel documents and making payment arrangements for registration and advance travel expenses.

Observes safety regulations and communicates potential safety hazards.

Receives telephone calls and visitors with professional courtesy, attentiveness and concern, complaints and processes such incoming calls and messages expediently.

Resolves citizen issues and provides information regarding city policies and procedures either in person or by telephone.

Retrieves and returns voicemail messages. All citizen issues received are entered into department software.

Prepares and maintains office files.

Collects and organizes data to generate weekly and monthly reports, presentations, and assists with research and projects.

Maintains department accounting records including invoices, expenses and office supply orders.

Types forms, memos, letters, departmental reports, and other materials from rough drafts and oral and written instructions.

Prepares purchase documents for office supplies and field equipment.

Issues SPOS and maintains inventory.

Collects payroll information and prepares payroll reports.

Maintains records related to payroll, personnel, work orders and SPOs.

Opens and sorts mail and distributes it to department staff.

Functions as department cashier. Processes payments and enters all money received for payment. Reconciles the cash drawer as needed.

Types up and records municipal liens for mowing or demolition of properties and will also issue release of liens.

Handles inquiries from officials, outside agencies and companies to obtain and provide required information or services.

Updates computer data base by inputting citizen concerns and other data.

May send, receive and distribute documents, including faxes and correspondence to appropriate department personnel and customers.

Operates calculator, computer input devices and other office equipment.

Performs timely transcription of Minutes and submitting to administration supervisor.

Updates the advisory boards and new appointments. Forwards application forms to be submitted and completed before appointment to advisory board. Maintains the file for each new appointee, when completed.

Maintains the calendar for the mayor/city commission.

HARLINGEN - CITY OF

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