ADMINISTRATIVE ASSISTANT

DISTINGUISHING FEATURES OF THE CLASS:

The Administrative Assistant performs a variety of administrative support work to ensure smooth and efficient

operation of the office; tasks include managing departmental programs, supervising secretarial and clerical staff.

ESSENTIAL FUNCTIONS:

 Monitor daily office operations; train, assign duties, evaluate, and discipline clerical staff in accordance to

personnel policies and procedures; maintain confidential employee files; authorize timesheets and leave requests.

 Develop, maintain, and retrieve spreadsheets and/or databases necessary to prepare monthly, quarterly and annual

reports.

 Review, edit, and revise correspondence, reports and proposals prepared by staff prior to submission to director;

compose and finalize correspondence from director.

 Prepare budget forms and assist in overseeing department expenditures; maintain departmental records for payroll,

equipment inventory, cuff account, travel, grant projects, and financial projection.

 Authorize vouchers and/or purchase orders; oversee the preparation of monthly billing; order supplies and

equipment; solicit and review bids; and oversee maintenance of equipment.

 Serve as department liaison with other agencies/departments; may perform duties of acting director in their absence

by attending staff, committee and/or Council meetings.

 Maintain calendar for director; schedule meetings; prepare travel arrangements; ensure director is provided with

regular updates on compliance issues and contracts.

 Perform other related duties as assigned.

REQUIRED KNOWLEDGE, SKILL AND ABILITY:

 Considerable knowledge of office management procedures, business English, word processing, etc.

 Working knowledge of budgets and accounts payable/receivable procedures.

 Some knowledge of ordinances, practices, procedures, and terminology of governmental operations.

 Must be skilled in providing superior customer service for both internal and external customers.

 Ability to plan, supervise and coordinate work of others.

 Ability to coordinate the completion of multiple assignments.

 Ability to prepare, justify, and monitor a budget.