Administrative Assistant - Training

Under general supervision, performs entry-level professional administrative work in support of an assigned department; performs related duties as assigned.

Positions in the class are characterized by the responsibility for performing general administrative and technical work with moderate latitude for independent judgment and action. Parameters of the assigned work area are well defined, but methods and procedures may be independently derived subject to review by the supervisor. Positions in this class may also be designated as confidential employees.

The following duties are typical for positions in this classification. Incumbents may not perform all listed job functions, nor are all listed duties necessarily performed by everyone in this class depending upon business need and changing business practices:

• Performs administrative duties and assists higher-level personnel relative to such areas as administrative services, support services, finance, planning, community services, contract administration, personnel administration, and other areas as needed.
• Assists with or conducts research and studies; gathers, compiles, reviews technical and administrative information in accordance with standard department procedures and guidelines in a variety of administrative, organizational or procedural areas.
•  Assists with or prepares staff reports, correspondence, and agreements for review; prepares materials in graphic, pictorial, tabular, written, and verbal form; confers with City personnel regarding assigned projects and areas.
•  May assist in the compilation of data for budgets or other financial and administrative reports.
•  Attends assigned meetings to assist department staff; takes minutes and prepares and distributes agendas and agenda packets; posts meeting and other public notices; schedules departmental and/or other meetings as needed.
• Contacts other agencies, firms, consultants, and the public to obtain and/or provide information and data; maintains accurate and current contact lists; receives reservations, fees and forms, and issues permits for use of City facilities by the public; demonstrates excellent customer service at all times.
•  Develops record keeping systems and maintains records of administrative, technological, business or financial matters.
•  Operates a City vehicle; utilizes various office equipment and machines, including computers, copiers, fax machines, scanners, and calculators; uses current Microsoft Windows software programs.
• Provides vacation and temporary relief as required.

Knowledge of:
• Fundamental organizational principles and practices.
• Basic technical and administrative practices and procedures of the assigned area.
• Fundamental research and data control methods.
• Customer service practices and principles.
• Principles of composition and report writing.
• Graphic and tabular presentation of data.
• Modern office practices, methods, and computers, and computer software including Microsoft Word and Excel.
• Safe driving principles and practices.

Ability to:
• Gather, organize, and interpret information.
Use practical judgment, creativity and resourcefulness in planning, prioritizing and developing assigned work and in exercising responsibilities.
• Prepare clear and concise reports and other materials.
• Understand and carry out verbal and written instructions; express ideas clearly and concisely verbally and in writing; read, understand, and apply complex materials.
• Organize work to meet deadlines; maintain accurate records and establish record keeping systems.
• Receive training and apply such training as required.
• Handle a wide variety of tasks under pressure and with composure.
• Work independently in the absence of supervision.
• Operate a vehicle observing legal and defensive driving practices.
• Establish and maintain professional and cooperative working relationships with those contacted in the course of work.
• Operate a computer and other related office equipment.
• Remain seated and work at a video display terminal for prolonged periods; file documents in various locations and heights.

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
 Education:
• Completion of college level course work leading to a Bachelor's degree in business administration, public administration or a closely related field.
Experience:
• One year of entry-level experience in performing administrative support work. Municipal experience is desirable.