Administrative Assistant I Jobs

Class Summary

Under direction, performs difficult, and often sensitive and confidential secretarial and office administrative duties for the City Manager or Department Head; oversees a small group of office support staff in a lead capacity.

Representative Duties

The following typical tasks and responsibilities are representative of all positions in the class. They are descriptive, not limiting.

Essential Duties:
As directed, oversees the work of assigned permanent and temporary staff; assists in establishing goals and objectives for the organizational unit to which assigned; may compile budget figures and assist in administering and monitoring the annual budget; maintains unit personnel records and coordinates the administration of annual performance appraisal process for the unit; may oversee and monitor routine department purchasing functions; researches and assembles information from a variety of sources for the completion of forms or the preparation of reports; makes arithmetic or statistical calculations; provides information to the public or to City staff that may require the use of judgment and the interpretation of policies, rules or procedures: organizes and maintains departmental files; types correspondence, reports, agendas, forms, and specialized documents from drafts, notes, dictated tapes, or brief instructions, using a personal computer; proofreads and reviews materials for accuracy, completeness, and compliance with policies and regulations; enters and retrieves data and compiles reports from on-line or personal computer systems: attends to a variety of office administrative details such as ordering supplies, arranging for the repair of equipment, transmitting information, and keeping reference materials up to date; receives and screens visitors and telephone calls, providing information which mat require sensitivity and use of independent judgment; maintains an executive calendar, coordinating and scheduling meetings, by screening requests, and ensuring effective time management; may sort, prioritize and route incoming mail or determine appropriate action to be taken.

Minimum Qualifications

Knowledge of:
Basic organization and function of public agencies, including the roles of City Manager, department heads, elected City Council, and appointed boards and commissions, City ordinances, polices, and operating procedures; office administration practices; basic budgetary practices and business arithmetic; proper format for typed materials; record keeping, filing methods, and purchasing procedures; basic business data processing procedures and the use of word processing and spreadsheet software; correct English usage, including spelling, grammar, and punctuation.

Ability to:
Read and interpret rules, policies and procedures; maintain office files; compose routine correspondence from brief instructions; use initiative and sound judgment within established guidelines ; operate standard equipment, including a personal computer and centralized telephone equipment; type accurately at a rate of 50 net words per minute; establish and maintain effective working relationships; maintain sensitive and confidential information.

Training and Experience:
A typical way of obtaining the knowledge, skills, and abilities outlined above is: Graduation from high school, or G.E.D. equivalent; five years of advanced secretarial or office administrative experience, of which one year must be at a department/ division secretary, or above.

Physical Conditions or Special Working Conditions:
Standard office environment and working conditions.

Distinguishing Characteristics

This is the journey-level class in the secretarial, administrative support series. Duties include the performance of difficult and sensitive office administration work in support of the City Manager or a Department Head. This class is distinguished for Administrative Assistant II in that the latter exercises a greater degree of independent judgement due to the scope of assigned duties and responsibilities.

Full Summary of Benefits by Bargaining Unit:

• Blue & White Miscellaneous Unit
• General Supervisory & Management Unit (coming soon)
• Fire Safety Unit
• Police Safety Unit

VACATION: Accrual rate is determined by bargaining unit.
1-4 years of service: 10 days per year.
5-13 years of service: 15 days per year.
14+ years of service: 20 days per year.

VACATION - FIRE SAFETY SHIFT PERSONNEL ONLY:
1-4 years of service: 4.68 (24-hr. duty shifts)
5-15 years of service: 7.02 (24-hr. duty shifts)
16+ years of service: 9.36 (24-hr. duty shifts)

HOLIDAYS: 13 paid holidays per year.

SICK LEAVE: Earned at the rate of one working day per month of service to a maximum of 120 days; portions therafter may be convertible.

ADMINISTRATIVE LEAVE: 10 days per year for General Supervisory and Management employees.

INSURANCE: The City and the employee share contributions for premiums for health insurance coverage. The City provides life insurance benefits based on bargaining unit. Visit the City's Employee Benefit website for detailed information (rates and plan information).

RETIREMENT: Benefits are provided by the City's participation in the Public Employee's Retirement System (PERS). 2% @ 62 for new hire Miscellaneous and 2.7% @ 57 for Safety (Fire & Police). Visit the City's Retirement website for additional information.