Human Resources 0954230 Administrative Assistant I

GENERAL PURPOSE
Performs a variety of entry level complex administrative support duties as needed to expedite the day-to-day functions, operations and services of a department.
SUPERVISION RECEIVED
Works under the general supervision of a Division / Department Director.
SUPERVISION EXERCISED
None.
ESSENTIAL FUNCTIONS (Performs Some or all of the following)
Administrative Support: Performs work of moderate difficulty involving typing, statistical report preparation, and overseeing the administrative operation of the office; relieves the supervisor of administrative details by composing correspondence on own initiative, scheduling meetings and appointments, responding to requests for information, and resolving problems and complaints; prepares graphs and charts; maintains files.
Formats and types letters, reports, charts, and other documents requiring special formatting or containing complex terminology, such as contracts, legal documents, and medical reports; composes correspondence under general direction or on own initiative to expedite the processing and completion of work; sets up and maintains confidential and sensitive department files; takes and transcribes dictation from variety of sources.
Interacts with staff from other departments, elected officials, and the general public in person or by telephone in order to respond to inquiries, receive complaints, and resolve problems; prepares complex government-required reports of a highly responsible nature.
Schedules and confirms appointments, meetings, or reservations, and maintains appointment calendar to ensure effective time management; attends meetings on behalf of the manager to obtain and relay information, or to serve as a spokesperson for the department; coordinates agendas, attends board or council meetings, takes notes on meeting activities, and types minutes for distribution.
Enters and retrieves technical information from a computer in order to perform research, update records, process transactions, or respond to requests for information; prepares narrative and statistical reports in order to track and document activities, and to provide justification for department actions and requests.
May serve as coordinator for legislative information for the department; contacts legislators, commissioners and committees as requested.
Staffing Administration & Oversight: Coordinates with Personnel Department in personnel matters to include; preparation of personnel action forms, longevity increases, service awards and employee review dates; may deal with sensitive and confidential personnel matters at the direction of the department director or other official.
Coordinates with City physician, worker's compensation case manager, Law Department, Health Department and area hospitals regarding issues related to worker's compensation injuries and potential exposures; tracks medical follow-up on employees for testing, vaccinations, etc.
Independently resolves administrative problems related to the efficient operation of the office, such as personnel problems; policy interpretations; and telephone, computer, and equipment malfunctions.
Financial Processes & Payroll: Works with financial section to reconcile budget discrepancies; prepares vouchers to pay to contractors, service providers and others; reviews, checks and processes invoices, requisitions, and other documents; reconciles P-Card transactions.
Processes departmental or divisional payroll to include: calculates, prepares, obtains approval, and sends to payroll division; maintains and updates sick leave, vacation records and personnel files.
General Office Duties: Answers telephone and interacts with the public to respond to inquiries by giving information about policies, guidelines, procedures, or the status of departmental/divisional activities; greets visitors and escorts or directs them to appropriate areas.
Orders supplies and equipment for the office by preparing requisitions and purchase orders, and interacting with vendors regarding specifications and availability of supplies and equipment.
Sets up and maintains electronic files so that documents can be filed and retrieved in an orderly fashion.
Performs related duties as assigned.
MINIMUM QUALIFICATIONS
1. Education and Experience:
A. Graduation from high school or GED;
AND
B. Sufficient experience to demonstrate an aptitude or ability to perform above or related functions;
OR
C. An equivalent combination of education and experience which provides the required knowledge, skills, and abilities to perform the essential functions of the job.
Knowledge, Skills, and Abilities:
Some knowledge of Office administrative and secretarial practices and procedures, such as business letter writing and the operation of standard office equipment, includi