Administrative Assistant - Grade II (Board Of Ethics)

ADMINISTRATIVE ASSISTANT II

BOARD OF ETHICS

Under general supervision, engages in all aspects of administrative and clerical support functions for the Board of Ethics, and performs as Executive Secretary to the Executive Director - Board of Ethics.

• Receive, review, and process Complaints, Request for Advisory Opinions, and Disclosures.

• Answer and screen phone calls and visitors.

• Schedule meetings and prepare meeting notices; maintain calendar; keep Executive Director abreast of deadlines on issues.

• Review incoming mail and email, and make referral to appropriate party.

• Draft correspondence for Executive Director or Board Chair, prepare and mail routine non-technical correspondence, and facilitate communication with City Departments, Boards, Commissions and the public.

• Maintain office files, including confidential matters and ensure appropriate disposal of such.

• Attend Board meetings, record and prepare minutes, route final opinions and meeting minutes to City's Clerk Office and other areas as mandated by Ordinance.

• Order office supplies, equipment and furniture for the office.

• Maintain budget actual totals and attend budget meetings.

• Obtain and provide information for staff on HR matters for staff (FMLA postings and other such issues).

• Assist with design of website, update as needed and post information.

• Assist with development of online ethics training.

• Create, update and maintain Smartsheets logs, and provide access to office and legal staff.

• Identify services useful for the office, contact vendors, obtain quotes, verify budgeted funds available and review with Executive Director.  Upon approval, process purchase request for Purchase Order or purchases services.

• Act as 2nd admin on computer systems specific to the Board of Ethics; including address needs and issues, and maintain operating order.

• Bachelor's degree in Public Administration, Business Administration, or a curriculum closely related to the major activity of the employing department.

• Five (5) years of increasingly responsible work experience supervising and coordinating general business activities (preferably in the employing department) and two (2) years of experience supervising technical and clerical employees.

Equivalency

• Equivalent combinations of education and experience may be substituted to meet the education and experience requirements of this position.

EVALUATION

• Interview:      70%
• Evaluation of Training, Experience & Personal Qualifications:   30%
• Total of Interview and Evaluation T.E.P:   100%

Knowledge, Skills, and Abilities

• Knowledge of the Ethics Ordinance, City Charter, Open Meetings Act.

• Knowledge of work methods, procedures, and financial aspects of business activities such as budgeting, personnel, payroll, purchasing, and recordkeeping for accounting control.

• Knowledge of organizational principals, management techniques, and labor relations practices.

• Knowledge of operating practices and procedures in the department indicated by the class title.

• Knowledge of general office work, terms, methods and practices.

• Skill in effectively interacting with departmental personnel and professional contacts.

• Skill in operating a personal computer and using standard office word processing, spreadsheet and database software.

• Ability to organize, multitask, and prioritize work to assure timely and effective completion of assignments.

• Ability to assume individual accountability with resourcefulness and minimal supervision

• Ability to develop and maintain effective working relationships.

• Ability to handle routine and non-routine administrative details.

• Ability to work during non-business hours when necessary.

• Ability to develop office procedures and update/train staff personnel.

• Ability to maintain confidential information.

Licenses, Certifications, and Other Special Requirements:

• Candidates considered for placement in this classification may be subject to a Criminal Background Investigation based on the requirements of the position.

Physical Demands

• The employee generally remains in a stationary position for an extended period of time operating standard office equipment which may include computers, telephones, photocopiers, and fax machines.

• The employee is expected to move about to accomplish tasks such as opening file cabinets and moving files.

•  Must be able to lift, push, pull, and carry up to 20 pounds.

Work Environment

• Work is performed primarily in an office environment. Some work requires travel to meetings, conferences, and other work sites with exposure to seasonal weather conditions.

The above statements reflect the general nature and level of work performed by employees assigned to this class.   Incumbents may be required to perform job-related responsibilities and tasks other than those stated in this specification.  Essential duties may vary from position to position.