Administrative Assistant I-II - City of Merced, CA : Job Details

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

SUMMARY DESCRIPTION

Under supervision (Administrative Assistant I) or general supervision (Administrative Assistant II), coordinate and perform a variety of administrative support work for a major City work unit, board, or commission; provide support for designated management and/or administrative staff; perform difficult and specialized office support, information gathering, information preparation, and public relations assignments; and perform related work as required.

DISTINGUISHING CHARACTERISTICS

Administrative Assistant I

This is the first working level in the Administrative Assistant class series. Incumbents perform a variety of specialized office and administrative support assignments. This level is distinguished from the next higher level of Administrative Assistant II by the scope of administrative support responsibilities performed at this level and often work with some guidance and direction from a higher level Administrative Assistant position.

Administrative Assistant II

This is the second working level in the Administrative Assistant class series. Incumbents have responsibility for providing primary administrative support for an assigned City work unit, service area, board, or commission. This level is distinguished from the next lower level of Administrative Assistant I, by having a broader scope of administrative support responsibilities performed and the fact that the positions are assigned primary support responsibilities for a major work unit, board, or commission. It is distinguished from the Administrative Assistant III level by the fact that the Administrative III level has overall administrative support responsibilities for one of the large City Departments.

REPORTS TO

Administrative Assistant III, or equivalent, and the Department Head in the Department to which the position is assigned.

CLASSIFICATIONS SUPERVISED

This is not a supervisory classification.

REPRESENTATIVE DUTIES

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

* Perform a variety of administrative support functions for an assigned City service area, board, or commission.

* Perform a variety of administrative support work for an assigned City management position(s); gather information and perform special projects; and perform fiscal support assignments.

* Perform public information and relations assignments, including receiving office visitors and telephone callers, and providing comprehensive information about Department policies, functions, and procedures; receive and handle public complaints; prepare and process requests for refunds to customers; mail out notices to the public; and forward technical questions to the appropriate department.

* Develop, prepare, create, and process activity reports, special reports, and forms; input data into computer records and generate reports; maintain online databases and operate a variety of office equipment; type or use a word processing program to prepare a variety of documents; proofread various documents; and maintain filing of all original documents.

* Develop information systems and prepare distributions of forms and public notices related to Department functions.

* Schedule tours and demonstrations at City facilities.

* Provide explanations of City codes and ordinances, as needed.

* Maintain permit, insurance, and contract data; prepare and draft contracts for signature, oversee the routing process, and verify insurance requirements.

* Prepare and distribute bills related to Department functions; maintain and update accounts receivable data; maintain chain of custodies and function codes to verify billing prices; maintain Department and/or work unit payroll information for submission to City Finance, as needed; and track staff time for grant projects.

* Prepare, process, calculate and route accounts payable, Request for Proposals (RFP), and requisitions and purchase orders; process payment requests from vendors and contractors; and review and manage invoices.

* Receive and distribute Department and/or work unit mail and payroll checks, as needed; maintain inventory of office supplies; and enter department timesheets.

* Coordinate agenda preparation and prepare minutes of board, commission, and committee meetings and agenda items, ordinances, reports, resolutions or recommendations; follow-up on resolutions and minutes for files; perform set up duties for meetings including for presentations and running the recording equipment and archiving recordings; and correspond with requesting parties and prepare work orders for departments to complete.

* Prepare, process, schedule, coordinate, and maintain various inspections, appointments, meetings, interviews, fees and agreements.

* Perform special projects as assigned; assist in planning, coordinating, and implementing assigned programs and events; assist in monitoring assigned programs; and prepare, maintain, and process notices and documentation.

* Assist with budget preparation, including running reports and entering pertinent data; prepare internal budget transfers; and prepare documentation for grant opportunities and keep records for eligibility.

* Perform various notarization duties, as needed.

* Coordinate, make, process, and confirm staff travel arrangements; arrange for transportation and accommodations for travel; check and process expense claims; make payments to vendors; and process paperwork for travel accounting.

* Process and distribute employee notifications including job announcements, special events, and informational flyers.

* Prepare new files for applications; research files and past applications as requested by public or staff.

* Maintain and update interdepartmental procedures and manuals; process certifications, memberships, subscriptions, and renewals.

* Assist, train and guide other staff with processes, procedures and policies.

* Maintain and update content and images on the department's website and other social media.

* Perform related duties as required.

QUALIFICATIONS

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:

City and Department policies, rules, and regulations.

Organization, operation, services, and programs of the City and of outside agencies as necessary to assume assigned responsibilities.

Establishment and maintenance of files and information retrieval systems.

Proper English usage, spelling, grammar, and punctuation.

Overall concept of different account lines, project lines, Department programs, shift schedule, memoranda of understandings (MOU), encumbrances, and grants.

Current notary regulations and practices.

Public Records Act and Brown Act requirements.

Basic principles and practices of purchasing policies.

Basic principles and practices of fiscal, statistical, and administrative research and report preparation.

Principles and practices of sound business communication.

Principles of business letter writing.

Records management principles and procedures including fiscal record keeping and filing principles and practices.

Basic accounting and bookkeeping principles and practices.

Basic principles and practices of budget preparation and administration.

Methods and techniques of proper phone etiquette.

Mathematical principles and algebraic equations.

Customer service and public relations methods and techniques.

Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.

Ability to:

Maintain primary responsibility for administrative support work for the City service area, board, or commission to which assigned.

Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.

Perform a wide variety of specialized office and administrative support work for an assigned Department and management/supervisory staff.

Interpret, explain, and apply City and Department policies, rules, and regulations.

Work with considerable independence and initiative while exercising good judgment in recognizing scope of authority.

Gather, organize, analyze, and present a variety of data and information.

Prepare clear, concise, and accurate records and reports.

Prepare public relations and informational material.

Deal tactfully and courteously with the public, representatives of other agencies, and other City staff when explaining the functions and policies of the service area, board, commission, or Department where assigned.

Ensure the most up to date information for various tasks and programs within assigned Department.

Adhere to department guidelines and procedures.

Adhere to MOU requirements.

Use sound judgment, think clearly, act calm during difficult situations and recognize emergency situations.

Perform critical thinking and problem solve.

Perform multiple tasks simultaneously and exercise attention to detail.

Retain detailed information and relay to others accurately.

Interpret and apply applicable Federal, State, and local laws, codes, and regulations.

Participate in researching, compiling, analyzing, and interpreting data.

Participate in the preparation of a variety of administrative and financial reports.

Establish and maintain a variety of specialized files and records.

Independently prepare correspondence and memoranda from brief instructions.

Perform routine mathematical calculations.

Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.

Plan and organize work to meet changing priorities and deadlines.

Utilize public relations techniques in responding to inquiries and complaints.

Operate office equipment including computers and supporting word processing, spreadsheet, and

database applications.

Communicate clearly and concisely, both orally and in writing.

Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience Guidelines - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Administrative Assistant I

Education/Training:

Equivalent to the completion of the twelfth grade.

Experience:

Three years of increasingly responsible work experience performing a variety of office and administrative support work, including substantial experience in a position requiring frequent public/customer contact.

License or Certificate:

Possession of an appropriate California Driver License.

Special Requirements:

Some positions may have additional departmental requirements such as specific typing skills.

Administrative Assistant II

Education/Training:

Equivalent to the completion of the twelfth grade.

Experience:

Four years of increasingly responsible work experience performing a variety of office and administrative support work, including substantial experience in a position requiring frequent public/customer contact at a level equivalent to Administrative Assistant I with the City of Merced.

License or Certificate:

Possession of an appropriate California Driver License.

Special Requirements:

Some positions may have additional departmental requirements such as specific typing skills.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential job functions.

Environment: Work is performed in an office environment; frequent contact with staff and the public; may occasionally work after normal duty hours and overtime.

Physical: Sit for extended periods; frequently stand and walk; normal manual dexterity and eye hand coordination; lift and move objects weighing up to 25 pounds; corrected hearing and vision to normal range; verbal communication; operate a vehicle; and use of office equipment including computers, telephones, transcribers, calculators, copiers, and FAX.