Summary
Performs secretarial and administrative support duties, including (but not limited to) transcribing of technical notes, composing of routine documents, receiving and recording contracts, leases, and service agreements, and reception.
Distinguishing Career Features
The Administrative Assistant I represents the first level in a senior-secretarial career path that is primarily used for support to department heads and senior administrators. Advancement Administrative Assistant I requires the following demonstrated competencies: proficiency in word processing, spreadsheet, and accessing common information from databases; ability to coordinate projects requiring information from other sources; and knowledge of the services provided by the assigned organization unit. Advancement to Administrative Assistant II also requires specialized knowledge of the assigned area and competencies such as the ability to serve as a team leader over other clerical positions and independently carry out projects, organize training and conferences, coordinate mandated reports, conduct research, administer budgets, and disseminate and maintain information designated for wide distribution, and may require reporting to a higher level director.
Essential Duties and Responsibilities
Performs secretarial and clerical duties involving application of learning from prior experience, a basic knowledge of the terminology for the function to which assigned, basic understanding of the services provided by other departments, and the use of judgment and an understanding of departmental functions and procedures.
Responds to inquiries and conveys common information about programs and services provided by the organizational unit. Receives questions and inquiries and refers difficult or sensitive matters to the appropriate source.
Receives and fulfills standard, non-sensitive requests for public information and documents. Verifies the validity of requests and refers complex or sensitive requests to the City Secretary. Conducts research of record archives.
Types (keyboards) from rough drafts or verbal instructions a variety of materials such as letters, memoranda, recurring reports, and statistical data. Composes routine correspondence and forms.
Compiles
information from existing information sources to support reports and other requests. Organizes information to fit into requested formats. Prepares regularly required reports with established forms used by internal staff and external agencies.
May
oversee and/or perform receptionist duties to support a high level work team. Receives and screens visitors and telephone calls, referring to others as appropriate. Takes and forward messages.
Inputs
information onto relational databases with structured data entry screens. Updates information and maintains data files. Accesses relational databases to extract information and generate standardized reports.
Indexes
and files documents into alphanumeric filing systems. Maintains files in up-to-date status of files and filing systems.
Arranges miscellaneous meetings. Prepares schedules and informs participants, confirming dates and times.
Takes
notes, compile recollections, and maintain records of the proceedings from routine departmental meetings.
Performs other duties as assigned that support the overall objective of the position.
Knowledge and Skills
Requires working knowledge of office practices, procedures and equipment, including filing systems, receptionist and telephone techniques, and letter and report writing. Requires basic math skills sufficient to do sums, products, quotients, percentages and ratios. Requires a working knowledge of and skill in using various standard office machines, including personal computers with word processing, spreadsheet, and basic presentation graphicsapplications. Requires basic knowledge of governmental organization, processes, policies, and procedures. Requires knowledge of and skill in using data entry screens for inputting and extracting information from databases. Requires sufficient knowledge of proper English usage, grammar, spelling, and punctuation to prepare professional correspondence. Requires sufficient human relation skills to work with a diverse population, exercise patience when dealing with internal and external customers, and convey technical concepts.
[]{style="font-size: 14px; font-family: Tahoma;
"}
