Admin. Spec. III

This is a varied and highly responsible administrative, secretarial and clerical position. Reports to the Administrative Supervisor or designee.

Correspondence: Prepares memos, letters, forms, statements, reports and correspondence on a variety of subjects from simple to complex or technical, confidential matters. May include taking dictation, transcribing and composing correspondence or staff meeting minutes.

Record Keeping/Reports: Maintains files and various records for the department. Compile, research and prepare various complex reports, which may include: payroll, petty cash, travel, budget, billing, purchase requisitions, material requests, etc. Responsible for imaging records and record destruction/retention.

Customer Service: Communicates clearly and courteously to deal with people by phone, in person, in writing and in some departments by two-way radio. Assists in answering telephones handling complaints, answering questions, screening calls, taking messages and routing calls.

Administrative: Schedules appointments, meetings, training and makes travel arrangements. May assist in the preparation and typing of the annual budget. Administers budget expenditures. Communicates city policies and procedures to departmental staff and apply a working knowledge. Participates in various department and city committees. Provides assistance on major projects, which may include extensive research. Attends meetings and performs other duties for Administrative Supervisor as assigned.

Payroll Clerk: May be required to prepare payroll or serve as back-up to the department's payroll clerk. Maintains highly confidential information. Maintains employee attendance and salary records. Must have working knowledge and the ability to apply city policies and procedures related to personnel rules and payroll practices.

Supervision: May be required to supervise administrative support and clerical personnel in supervisor's absence.

Must have a High School diploma or GED supplemented by advanced courses in business practices and the secretarial field. Must have a minimum of three years experience in secretarial and administrative work of a progressively responsible and technical nature with transcription experience and a strong working knowledge of computers. Must have three years-previous work experience dealing with the general public. Equivalent combination of training, education and experience may be acceptable.

Must be skilled in the use of various office equipment and general office skills must be at an advanced level. Must have strong working knowledge of computers. Ability to accurately type memos, complex documents, and business letters. Must be able to take and transcribe dictation. Must be knowledgeable in advanced business English, spelling, and punctuation.

Must have knowledge of basic and business math to process and maintain complex records.

Must be able to work independently and maintain confidential information. Must be able to handle multiple deadlines, work under pressure and remain calm in stressful situations. Must have the ability to compile, research, prioritize and analyze data. Must have strong organizational skills to maintain accurate records and organized files. Must be able to interpret rules, regulations and policies.

Must have the ability to work with minimum of supervision. Ability to effectually delegate and assign work. Ability to communicate clearly and concisely orally and in writing. Ability to establish and maintain effective working relationships with employees and the public.