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Under general supervision, provides a wide variety of administrative and secretarial support within the City Manager’s office or another City department; coordinates office activities; and, performs other related work for an assigned department/division as required.
Under general supervision, provides a wide variety of administrative and secretarial support within the City Manager’s office or another City department; coordinates office activities; and, performs other related work for an assigned department/division as required.
CLASS CHARACTERISTICS
This class is distinguished from the Administrative Assistant series by the former requiring a broader understanding of City functions, and a greater emphasis on preserving the confidentiality of sensitive information and the performance of highly technical assignment involving functions of the assigned department.
SUPERVISION RECEIVED AND EXERCISED
Receive supervision from the City Manager/Deputy City Manager or Department Head/Manager. Exercises no direct supervision over staff.
EXAMPLES OF DUTIES (illustrative only) Duties may include, but are not limited to:
Receives and screens visitors and telephone calls, providing factual information which may require the interpretation of City policies and procedures; takes messages or refers the caller to the appropriate person.
Provide administrative support for the entire department (e.g. distribute and send mail, postings, arrange food and beverages, and set up and take down meetings, etc.)
Researches, synthesizes, and compiles data for informational purposes, projects, or special reports or summaries.
Implements and manages department filing system including records retention schedules both electronic and physical.
Maintains confidential office files, records, and indexes.
Schedules appointments, makes travel arrangements, maintains calendars and arranges and coordinates meetings and events.
Prepares purchase requisitions, maintains records of purchase, and processes invoices.
Perform data collection, analysis, and entry.
Prepares charts, reports and/or narrative summaries.
Accurately drafts and prepares letters, contracts, agendas, documents, memos, meeting minutes, reports, and correspondence.
May attend a 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.
Coordinates purchasing and ordering supplies; contacts vendors; obtains the best terms and prices; arranges for delivery; and processes paperwork for payment.
May assist in the development and administration of the annual program and/or departmental budget.
When assigned to the City Manager’s office, supporting the City Clerk in preparing, routing for signature, and scanning City documents.
Prepare and plan for special events.
Performs other duties as assigned.
