Administrative Assistant Ii Jobs

Salary Range: $19.56 - $25.48 hourly

Job Summary

Perform all administrative duties for the designated department, thereby establishing and maintaining smooth, effective communication and interaction between the designated department and the community, contractors, other City divisions and departments, and other governmental agencies. Assist in special projects as designated by the supervisor.

Experience, Knowledge, Skills

• May require typing or bookkeeping skills, operation of several single purpose power tools/machines or equipment involving specialized training.
• Typically, on-the-job training of processes and procedures.
• Able to follow detailed instructions.
• High School diploma or equivalent.
• May prepare routine reports or correspondence.
• General knowledge of procedures, practices or operations required.
• Entry level knowledge of complex software.

Essential Functions

• Communication: To seek or provide information about job duties. Responding to information requests from external customers, primarily members of the community.
• Work tasks are not completely defined by comprehensive procedure; rather there may be limited, clear variations of precedent or alternative, defined solutions that should be considered. Incumbent expected to consider the most appropriate procedure or precedent to follow.
• Customer service and translation: Greet customers personally and by phone, and respond to their requests or, as appropriate, redirect them to the proper city department or other agency.
• Front office duties: Provide administrative support for the designated department. Answer phones, transfer calls, take messages, answer questions, provide information to callers. Create requests for projects throughout the year and coordinate necessary requirements. Responsible for the coordination and accuracy of designated projects.
• Project Tracking and Expenditure/Revenue Analysis: Ascertain status of projects and evaluate current account expenditures and revenues; advise staff with spending guidelines and continue to guarantee adherence with budget.
• Accounts Payable: Initiate requisitions and purchase orders on computer, create requests for payment, verify charges, review payment history to avoid duplicate payments, approve Visa Card purchases and assign budget unit and account numbers.
• Problem solving and decision making: Work tasks are not completely defined by comprehensive procedure; rather there may be limited, clear variations of precedent or alternative, defined solutions that should be considered. Latitude is expected to consider the most appropriate procedure or precedent to follow.
• Code Enforcement: Department depending, may prepare letters and enclosures for violation mailings, copy necessary information, enter information in computer, initiate requests for filing of liens, follow-up, and file documents, discuss compliance process with customers, contact contractors and customers regarding bids.
• Supply inventory: Solicit bids, make purchases, receive supplies, and record inventory.
• Special Projects: May participate in other department work program items or special projects. Examples include the annual employees' Christmas Party, labeling and moving files, indexing files, contacting liquor licensed businesses to gather email contact information, developing lists of contacts, purging closed cases after retention has been met, and scanning various case files. May cover for other staff during periodic trainings and answer general informational questions. Also, complete records management duties as needed such as scanning documents, performing quality control on scanned images, index, and file paper documents; determine legal retention for personnel files, sort files eligible for destruction, complete destruction authorization form for signatures, and destroy files authorized; retrieve files as requested from other City departments from the Central Records Center by searching availability through the records inventory database, and checking files out and in through the records inventory database.
• Communication: Answer questions and give information on regulations, ordinances & procedures. Following up on related issues referred to the designated department, AP/AR questions and answers. Solicits bids, provides authorizations & receives requests for permits and licensing. Obtains bids, checks availability of items, purchases, A/P. Participates in cooperative programs, staff educational opportunities, and public education.
• Accounts Receivable: Calculate charges for permits, damage claims reimbursement, and City-paid code enforcement expenses; compile detailed back-up information; initiate requests for invoices.

Work Environment And Physical Requirements

• Walking and/or standing as needed and minimal.
• Primarily sedentary, may occasionally lift and carry light objects.
• Employee may have frequent interruptions.
• Fabrication of parts at distances close to the eyes.
• Employee may be asked to drive personal vehicle for business purposes.
• Mobility enough to stand, sit and move within a confined work area.
• Required to multi‐task with inflexible deadlines.
• This position is primarily in the office with occasional events that require being outdoors, giving tours, etc. When tours include construction safety equipment is provided.
• Subject to working alone and/or with groups and/or attends meetings.
• Vision enough to read computer keyboards, reference books, and other written documents.
• Frequent contact with the public‐‐in person, via email/telephone, sometimes while facing adverse or confrontational situations with internal/external customers.
• Minimal physical effort typically found in clerical work.
• Hearing sufficient to record minutes of meeting and perform routine office tasks.
• May be required to work overtime, holidays, evenings, shifts, or weekends.
• Exposure to frequent background noise.
• On Board meeting days and for events, there is some light lifting of boxes materials, and presentation supplies.
• Employee is required to have close visual acuity to perform an activity such as: preparing and analyzing data/figures; transcribing; viewing a computer terminal; extensive reading of printed materials; visual inspection involving small defects,
• Small parts, and/or operation of machines (including inspection); using measurement devices‐‐graphs; and/or assembly or
• This position requires a great deal of typing and sitting at the desk for several hours a day.
• Communication skills sufficient to convey information via telephone and in person.
• May be required to conduct business in alternate locations within City buildings or field sites, sometimes in formal settings.
• Manual dexterity enough to accurately input, retrieve, and verify work assignments.

Conditions of Employment: Candidates must successfully complete all pre-employment screenings and employment eligibility verification. Pre-employment screenings include a drug test, a background and national sex offender search, a motor vehicle record search, and for some positions, a physical demands evaluation. For more information about City policies and practices during the recruitment process, including but not limited to EOE, Reasonable Accommodation, and pre-employment screenings, please visit our career page HERE.