Job Description
Job Description
ADMINISTRATIVE ASSISTANT II – Water Resources Department
GENERAL DEFINITION OF WORK:
Performs responsible, skilled clerical and routine administrative work in the performance of a variety of tasks requiring a qualified typist: does related work as required.
Work is performed under minor supervision. Supervision may be exercised over other clerical personnel.
TYPICAL TASKS:
- Receives calls and callers for the department director; ascertains the nature of business, directs to appropriate section for disposition; answers questions and responds to inquiries or complaints on department operations, policies and procedures;
- Processes service requests;
- Dispatches messages via proper communication methods; telephone, email, radio;
- Undertakes special projects as assigned by the director;
- Maintains calendar, schedules appointments and interviews;
- Prepares and follows up on work orders for proper and timely action;
- Maintains proper records on personnel, inventories and operations;
- Prepares reports as required;
- Schedules meetings, records actions and follows up on results;
- Maintains databases, files, computer programs and other records;
- Routes mail, answers correspondence;
- Operates standard and specialized office equipment;
- Handles requisitions/purchase orders/receiving reports and other financial matters;
- Performs any other tasks essential to the department and/or City needs deemed necessary by the department director, in a professional manner.
KNOWLEDGE, SKILLS AND ABILITIES:
- Knowledge of office practices, procedures, equipment and techniques;
- Knowledge of business English, spelling and arithmetic;
- Working knowledge of Microsoft Office Word, Excel, Outlook and Power Point;
- General knowledge of the organization and functions of the department and of administrative policies and practices;
- Ability to keep office records and prepare accurate reports from file sources;
- Ability to communicate via phone, radio, email and direct communications;
- Ability to perform most office management details without referral from supervisor;
- Ability to deal with supervisors, employees and the public courteously and tactfully:
- Ability to perform at the Advanced Journey Level which requires more independence and self-initiative in activities than found at the Level I class;
- Employee is subject to confidential and sensitive information and must be trustworthy in keeping such confidential;
- Sound judgement is required in performing tasks.
PHYSICAL REQUIREMENTS
- Must be able to physically perform the basic life operational support functions of fingering, talking, hearing, stooping, kneeling, lifting, feeling and repetitive motions;
- Must be able to perform sedentary work exerting up to ten (10) pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects such as file boxes;
- Employee is required to be subject to random drug testing for emergency call intake employees;
- A valid state driver’s license is required.
EDUCATION AND EXPERIENCE:
Any combination of education and experience equivalent to graduation from high school and extensive experience in secretarial and office work in an executive office setting.
SPECIAL REQUIREMENTS:
Under very limited circumstances, it may be required to work non-regular hours.