Administrative Assistant II (20526993)

This position is specific for our Finance Department, but it is also a citywide position.

DEFINITION:

Under direction, provides clerical and administrative support to a department head, division head, section supervisor and/or supervisory and professional staff within a variety of City departments. On occasion, work may involve confidential issues and thus needs to be handled accordingly. May also perform related work as assigned.  Incumbents in this classification perform administrative, technical and analytical duties within assigned program or functional area(s) of a City department.

CLASS CHARACTERISTICS:

This is the journey-level class in the Administrative Assistant series.  This class is distinguished from other office support classes by the level of clerical and administrative support duties that are provided for a designated department head, division head, section supervisor and/or supervisory and professional staff within a variety of City departments.  The duties require the frequent use of tact, discretion, independent judgement and initiative.  Full-time incumbents may advance to the higher level after gaining experience and demonstrating proficiency which meet the qualifications of the higher class.

EXAMPLE OF DUTIES (illustrative only):

• Provides varied complex, responsible and confidential administrative assistance for a designated department head, division head, section supervisor and/or supervisory and professional staff within a variety of City departments, including personnel evaluations and notices of disciplinary action.
• Receives and screens telephone calls and visitors to provide information which may require the interpretation of City policies and procedures; takes messages and resolves complaints.
• Organizes and maintains general and confidential files.
• Researches and compiles a variety of informational materials from sources both inside and outside the office; opens and sorts mail and attaches pertinent back-up materials.
• Reviews finished materials for completeness, accuracy, format, compliance with City policies and procedures, and appropriate English usage, including spelling, grammar, and punctuation; organizes and maintains various office files both general and confidential.
• Types drafts and a wide variety of finished documents from brief instructions, or prepared materials; may use word processing equipment and input or retrieve data or prepare reports using an on-line or personal computer system; initiates specified correspondence independently for signature by appropriate management, supervisory or professional staff.
• Follows up on projects, transmits information, and keeps informed of department activities, schedules and arranges for meetings; organizes own work, sets priorities and meets critical deadlines.
• Makes travel arrangements; maintains appointment schedules and calendars.
• Prepares purchase requisitions and maintains records of purchase.
• Help organize, set-up, and attend variety of meetings with City staff, contractors, vendors, representatives of other governmental and/or regulatory, agencies and the public, to identify, discuss and/or resolve problems.