Administrative Assistant III

DESCRIPTION The purpose of this classification is to provide administrative and secretarial functions to department managers in support of departmental operations.
Incumbents in this classification provide direct secretarial support to department heads or division managers.
Work often requires a broader knowledge and comprehension of techniques, information, methods, and organizational procedures, with a moderate latitude for judgment relative to understanding and interpretation is required.
PRINCIPAL DUTIES AND RESPONSIBILITIES Coordinates and provides administrative/clerical support for an assigned department/division: processes a variety of documentation associated with department/division operations within designated timeframes and per established procedures; works with and provides guidance and assistance to administrative/clerical staff assigned to divisions or work units within the department to ensure uniform and cooperative work efforts; and maintains confidentiality of departmental documentation and issues.
Provides secretarial/administrative support to management and/or staff of assigned department/division: relieves management staff of routine administrative tasks; screens telephone calls, mail, and other communications and initiates appropriate action/response; records dictation; types, composes, types, edits, or proofreads correspondence on behalf of management staff; records and/or transcribes correspondence, statements, minutes, or other information; keeps management informed of significant matters, messages, documentation, or other information.
Serves as liaison between the assigned department and other departments/divisions, staff members, Consolidated Government officials, the public, community leaders, outside agencies, or other individuals or organizations: distributes and receives routine information; interacts with various officials and dignitaries involving sensitive client relations; conveys information among division/department personnel; and circulates documentation to appropriate departments.
Maintains file system of various files/records for the assigned area: prepares files, organizes documentation, and files documents in designated order; retrieves/replaces files; scans records into computer; shreds/destroys confidential or obsolete documents; and conducts records maintenance activities in compliance with guidelines governing record retention.
Distributes documentation between department/staff members and internal/external individuals/agencies: operates fax machine to send/receive documentation; distributes/delivers incoming faxes, subpoenas, mail, or other documentation to appropriate personnel; sorts, organizes, opens, and/or distributes incoming mail; signs for incoming packages and delivers to appropriate personnel; processes outgoing mail; and copies and distributes forms, reports, correspondence, schedules, agendas, or other documentation.
Maintains calendar/schedule of activities for the assigned manager and department/division: schedules and confirms appointments, meetings, interviews, conferences, training activities, or other activities; updates calendar on a regular basis; and notifies parties involved of changes.
Coordinates travel arrangements, accommodations, conference registrations, or other travel-related plans for department management or other staff.
Types, prepares, proofreads, and/or completes various forms, reports, correspondence, lists, logs, notices, schedules, calendars, attendance records, check requests, purchase orders, requisitions, budget documents, contracts, agreements, statistical reports, incident/accident reports, work order requests, agendas, minutes, motions, ordinances, resolutions, accident/incident reports, inventory records, charts, graphs, spreadsheets, or other documents.
Coordinates arrangements for various meetings: notifies participants of scheduled meetings; prepares meeting notices, agendas, and meeting packets; coordinates room reservations, setup, refreshments, and equipment required for meetings; attends meetings;.
Researches, compiles, and/or monitors administrative or statistical data pertaining to department operations: summarizes data, performs routine data analysis, and prepares reports; and conducts research of department files, legal records, database records, electronic data sources, Internet sites, hardcopy materials, or other sources as needed.
Performs other duties of a similar nature or level.
Position Specific Responsibilities Include: Processes documentation pertaining to budget or general financial management: reviews invoices for accuracy, matches with purchase orders; enters budget data into computer; assists with budget preparation; provides budgetary input and assists in forecasting revenues/expenditures; enters daily revenue into computer and generates revenue reports; reviews monthly budget analysis reports; monitors expenditures to ensure compliance with approved budget; processes budget transfers as needed; reconciles payable records with Finance Department records; prepares bank deposits; coordinates internal accounting activities; maintains current balances for accounts; and maintains departmental petty cash funds MINIMUM REQUIREMENTS Education: High school diploma or GED is required.
Associate’s degree in Administrative Services preferred.
{Please note: Upon job offer, you will be required to provide proof of education.
Be sure to have the appropriate documents readily available.
} Experience: Five (5) years of responsible secretarial, office administration, customer service, and or record management experience with High School Diploma or GED or three (3) years with the preferred Associate’s Degree; experience in a municipal government environment is preferred.
PERFORMANCE APTITUDES: Data Utilization: Requires the ability to review, classify, categorize, prioritize, and/or analyze data.
Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.
Human Interaction: Requires the ability to apply principles of persuasion and/or influence over others in coordinating activities of a project, program, or designated area of responsibility.
Equipment: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
Verbal: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
Math: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
Functional Reasoning: Requires the ability to apply principles of influence systems, such as motivation, incentive, and leadership, and to exercise independent judgment to apply facts and principles for developing approaches and techniques to resolve problems.
Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving the evaluation of information against sensory, judgmental, or subjective criteria, as opposed to that which is clearly measurable or verifiable.
Physical Abilities: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds).
Tasks may involve extended periods of time at a keyboard or workstation.
Sensory Requirements: Some tasks require the ability to communicate orally.
Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.
OTHER The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification.
It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job.