Administrative Assistant

SUMMARY: Under general supervision, performs advanced clerical, administrative and/or purchasing duties for multiple departments or divisions; manages contracts, regulatory permits, and/or technical processes of the City.

ESSENTIAL FUNCTIONS:  (Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills and other characteristics.  This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by incumbents of this class.)
 
PRIMARY DUTIES AND RESPONSIBILITIES:
 

• Updates and tracks a variety of electronic and paper files, records, reports, and related documents; maintains file integrity and confidentiality by monitoring and assuring compliance with applicable policies and procedures; assures the accuracy of the electronic and paper filing systems.
• Enters information into computer database and/or tracking systems; schedules, prepares and proofreads documents for distribution.
• Processes and reconciles accounting and technical transactions for area of assignment in compliance with all applicable Federal, State and City rules, regulations and procedures.
• Compiles and updates statistical information, reports and related documents; attends meetings and documents meeting notes and/or takes and transcribes formal meeting minutes.
• Researches requests for information, reviews findings, checks accuracy and compiles reports.
• Coordinates and schedules travel arrangements, meetings and appointments as requested.
• Interprets, applies and recommends policies and procedures for departments and divisions.
• Answers incoming phone calls and directs callers to the correct person or work group; takes and relays messages as appropriate.
• Prepares and administers contracts and ensures contract compliance.
• Assists Director with budget development and monitors department or division budgets, reviews trends and reports issues to be resolved.
• Manages complex procurement processes for supplies, equipment and materials and ensures compliance with City and State purchasing regulations; prepares billing requests; and maintains equipment inventory.
• Performs expediting and dispatching duties.
• Receives reviews, prioritizes and schedules work orders, inspections or services.
• Oversees temporary employees, to include work assignments and performance monitoring.
• Maintains cooperative working relations with City departments and outside agencies.
• Remains current in all departmental specific codes, regulations, policies, and procedures.
• Greets and assists customers; provides information within scope of authority.
• Performs other related duties as assigned.

KNOWLEDGE, SKILLS AND OTHER CHARACTERISTICS:
 
Knowledge of:

• City and multiple Department policies and procedures.
• Principles of record keeping and records management.
• Office operations and standard office equipment.
• Contract and procurement regulations and procedures.
• Database development management.

• Drafting and completing accurate reports, technical documents and correspondence.
• Utilizing personal computers and a variety of software applications.
• Providing customer service and responding to customer inquiries.
• Assessing and prioritizing multiple tasks and projects.