SENIOR ADMINISTRATIVE ASSISTANT (PROVISIONAL)

Posting number: POSTING

Department: PARKING ENFORCEMENT

Job classification: SENIOR ADMINISTRATIVE ASSISTANT

Posting type: Open

Categories: Administrative Assistant

Summary

This is an important administrative position where the incumbent assists the head of a department in handling the details of a complex business office. This is difficult office and supervisory work in the administrative personnel and public relations activities of the department. The incumbent is responsible for decisions in a technical field subject to the approval of the head of the department. The incumbent exercises independent judgment in planning and coordinating all activities of the department. Supervision is exercised over technical and clerical personnel.

Examples of duties

Assists the head of a department in handling the details of a complex business office;
Reviews incoming mail, conducts general correspondence and routes mail to the proper official or unit;
Interviews office callers, media, sales persons and others and furnishes general information about departmental functions and activities;
Process and follows up various types of requests and claims;
Coordinates and supervises the maintenance of departmental account keeping records and the preparation of payrolls;
Supervises the requisition, purchase, receipt and inventory of departmental supplies and equipment and the processing of related records;
Secures budget estimate data, makes budget estimate studies and assists in the preparation of the budget and the maintenance of budget control;
Maintains contacts with units within a department, with other city departments and with other public and private agencies to assist in solving mutual problems, develop improved services and build good will;
Collects and compiles data and statistics, prepares organizational workflow and efficiency studies and submits recommendations for the improvement of procedures and the solution of administrative problems;
Assists administrative superiors in carrying out specialized services of the department;
Maintains personnel records and issues all personnel requisitions for filling vacant positions;
Prepares employee evaluations;
Assists with personnel related matters to insure implementation in accordance with Civil Service Rules and mandates contained within bargaining unit contract agreements;
Attends meetings of the Common Council and advises the department head on the progress of various resolutions concerning the department;
Confers with the Division of Budget on all salary ordinance changes;
Prepares and maintains departmental organization charts reflection function of subordinate units;
Acts as liaison/resource individual during conduct of data processing systems studies for the department's functions;
Performs related duties as required.

Qualifications

Promotional
Continuous and permanent status in any city department as an Administrative Assistant, Chief Teller, Treasury Administrator, or Operations Supervisor for one year.

THE CITY OF BUFFALO IS AN EQUAL OPPORUNITY EMPLOYER

Supplemental information

Thorough knowledge of business administration;
Thorough knowledge of the principles and practices of office and personnel management;
Thorough knowledge of the principles and practices of account keeping and budget control;
Good knowledge of office terminology, procedures and methods;
Administrative supervision;
Ability to organize, assign, coordinate and review the work of subordinates;
Ability to prepare correspondence and reports;
Ability to clearly present oral and written comments and opinions;
Ability to be trained in the operation of data processing equipment and use of application programs;
Initiative; resourcefulness; tact; courtesy; integrity;
Physical condition commensurate with the demands of the position.