Administrative Assistant (DPW Fleet)

Posting Expires: 10/10/24 

Salary: $40,760

Administrative Assistant

General Description and Classification Standards

Provides varied administrative and clerical services to an assigned department. May supervise administrative support staff, temporary employees or interns. Prepares, reviews, distributes, and. or files routine correspondence, memoranda, letters and reports; attends staff and other meetings and takes notes or minutes. Plans and/or coordinates meetings within department or across departments. Carries out special projects of an administrative or office operations nature. Answers calls, responds to general phone, email, or written inquires. Relays messages; receives, processes and distributes mail. Maintains department records and files. Supervision Received Works under very general supervision. May work independently or with other workers with responsibility for completion of assigned tasks.

Essential Duties & Responsibilities

These are typical responsibilities for this position and should not be construed as exclusive or all inclusive. May perform other duties as assigned. Assist customer through all communication channels. Uses citywide software applications to review and research requests submitted by customers to assist with resolution. Composes and prepares routine correspondence, letters, memoranda, applications, reports and other documents. Collates, binds, and stores computer generated reports. Transcribes tapes and/or notes from meetings into prescribed format. Prepares budget documents as directed; research past expenses and projected costs to support budget preparation. Completes requisitions for purchases and submits for appropriate approval. Handles incoming inquiries and requests; answers the telephone; routes and returns telephone calls; Composes and sends routine correspondence, applications, forms and reports. May coordinate calendar events to include planning/scheduling appointments, meetings, and interviews; updates on a regular basis; contacts parties involved, as appropriate. Examines reports, other draft material, purchase orders, vouchers1 and permit applications for errors; corrects errors before producing final copy. Identifies equipment or office material deficiencies; sends requests for repair, maintenance or replacement of equipment; orders new supplies.

Decision Making

Uses independent judgment in routine and non-routine situations. Coordinates calendar events and purchases materials and supplies for office.

Leadership Provided

Routinely provides work group leadership, guidance, and/or training to less experienced staff.

Knowledge, Skills & Abilities

This is a partial listing of necessary knowledge skills, and abilities required to perform the job successfully. It is not an exhaustive list. Knowledge of administrative and office management procedures and methods; some knowledge of department structure and operations. Skill in communicating and interacting with supervisors and other staff members; in using standard office software, e.g., Word, Excel, PowerPoint; in using specialized office data systems; in building effective relationships within the organization and with outside contacts. Ability to compile, organize, prepare and maintain an assortment of records, reports and information.

 

Minimum Qualifications Education and Experience

Associates Degree and 1-3 years' of progressively responsible secretarial, clerical or general administrative experience are required. 

Preferred Education & Experience 

Associates degree in secretarial science, business/public administration or related field and 3-5 years of secretarial, clerical or general administrative and supervisory experience preferred.

Licensures and Certifications

None required.

Essential Capabilities and Work Environment

Required physical, lifting, and sensory capabilities are requirements to perform the job successfully. Typical environmental conditions associated with job.