Administrative Assistant

About This Role

The Administrative Assistant provides advanced clerical and administrative support for departmental operations, managing general office duties, data entry, and financial tasks. This role ensures efficient office functions, supports boards and commissions, and directs the work of other clerical staff.

Responsibilities

• Serve as lead clerical staff person
• Perform high-level office management functions for a division and/or department
• Greet, screen, and direct visitors, telephone calls, faxes, mail, and messages
• Interpret and apply departmental or office rules, policies, and regulations
• Manage processes and maintain files and records of correspondence, reports, and department documents
• Collect payments and fees and provide receipts, balancing the cash register
• Prepare accurate correspondence, memoranda, reports, department documents, and agendas
• Prepare agendas and provide clerical support to departmental boards and/or commissions
• Analyze and compile statistical and/or financial data into reports
• Prepare purchase orders and use computerized purchase order system and accounts payable systems
• Prepare divisional payroll for divisions with multiple union contracts and/or object codes
• Provide training to other staff on departmental or divisional functions

Requirements

• High School Diploma or GED
• 5-7 years secretarial experience
• Proficiency in modern office procedures, practices, and equipment
• Proficiency in modern office filing systems and procedures
• Ability to communicate effectively orally and in writing
• Ability to operate a personal computer using standard word processing, spreadsheet, and database applications
• Ability to use City's computerized payroll, purchasing, and accounts payable systems

Qualifications

• High School Diploma or equivalent (G.E.D.), supplemented by additional computer training
• 5-7 years' experience in secretarial duties, including visitor reception, data entry, spreadsheet creation, correspondence preparation, use of mainframe systems, divisional payroll, and detailed record maintenance.

Skills

* Required skills

Benefits