Administrative Assistant I, II, III

General Definition of Work

LEVEL HIRED AT IS DETERMINED BY EXPERIENCE AND ON-SITE, EMPLOYER SKILLS TESTING SCORES(MINIMUM PASSING SCORES ARE 45WPMAND INTERMEDIATE LEVEL WORD AND EXCEL)

Administrative Assistant I or II

Performs intermediate skilled administrative support work providing administrative support to department staff, receiving and processing incoming calls and visitors, preparing and maintaining detailed and/or confidential records and files, typing a variety of documents, preparing reports; does related work as required.Work is performed under the limited supervision of the assigned supervisor.Supervision may be exercised over assigned clerical personnel.

Administrative Assistant III

Performs difficult skilled administrative support work providing administrative support to department staff, receiving and processing incoming calls and visitors, preparing and maintaining detailed and/or confidential records and files, preparing reports; does related work as required.Work is performed under the limited supervision of the assigned supervisor.Supervision may be exercised over assigned clerical personnel.

Essential Functions/Duties

Administrative Assistant I, II, orIII

• Answers routine correspondence for supervisor independently

• 10%

• Makes appointments and sets up meetings

• 5%

• Applies concepts, establish formats, enter text into software applications for a variety of documents such as letters, memorandums, technical and statistical reports, data for publication, specifications, and/or meeting minutes

• 10%

• Interprets departmental and City policies and procedures for employees and the public

• 5%

• Performs a variety of financial and special fund record keeping

• 10%

• Reviews and checks records, forms and other documents for accuracy, completeness and conformance to rules and regulations

• 5%

• Assists in the development of office procedures

• 5%

• Collects information from a variety of sources and compiles data for special and periodic reports

• 10%

• Ability to print, retrieve, modify and store all text

• 5%

• Prepares agendas, takes and transcribes meeting minutes

• 5%

• Posts a wide assortment of information to records

• 5%

• Interviews visitors

• 5%

• Takes and transcribes dictation and types correspondence

• 5%

• Supervises the maintenance of filing systems and/or departmental libraries

• 5%

• Sets up and supervises the maintenance of filing systems

• 5%

• Operates a variety of office machines

• 5%

Knowledge, Skills and Abilities

Administrative Assistant I

General knowledge of standard office practices and procedures, equipment andadministrative techniques; general knowledge of business English, spelling and arithmetic; ability to interpret and apply policies and procedures; ability to make difficult arithmetic calculations and to set up complex forms and statistical tables; ability to type, take and transcribe accurately at a reasonable rate of speed; ability to supervise assigned staff; ability to establish and maintain effective working relationships with others; ability to work independently in the absence of specific instruction; ability to meet the public effectively.

Administrative Assistant II

Thorough knowledge of standard office practices and procedures, equipment andadministrative techniques; thorough knowledge of business English, spelling and arithmetic; ability to interpret and apply policies and procedures; ability to make difficult arithmetic calculations and to set up complex forms and statistical tables; ability to type, take and transcribe accurately at a reasonable rate of speed; ability to supervise assigned staff; ability to establish and maintain effective working relationships with others; ability to work independently in the absence of specific instruction; ability to meet the public effectively.

Administrative Assistant III

Thorough knowledge of the organization and functions of the department and of general administrative policies and practices; thorough knowledge of standard office practices, procedures, equipment and office support techniques; thorough knowledge of business English, spelling and arithmetic; ability to read, understand and interpret difficult materials with complicated information that may contain excerpts from regulatory and/or legal documents; ability to keep office records and to prepare accurate reports from file sources; ability to perform and organize work independently; ability to prepare effective correspondence on routine matters and to perform office management details without referral to supervisor; ability to operate standard office and computer equipment including ability to operate specialized software; ability to supervise assigned staff; ability to establish and maintain effective working relationships with associates, elected officials, other agencies and the general public.

Education/Experience/Physical Demands/Special Requirements/Additional Information

Administrative Assistant I

• Graduation from high school or equivalent.

• Valid driver's license

• Must pass intermediate level PC applications (Word, Excel) test, upon hire

• Must pass typing test, minimum of 45 words per minute, upon hire

• Four (4) years progressive experience as Office Assistant

• Possession of, or ability to obtain, commission as a Notary Public in the State of North Carolina

Administrative Assistant II

• Graduation from high school or equivalent and moderate experience in administrative support, or equivalent combination of education and experience.

• Valid driver's license

• Must pass intermediate level PC applications (Word, Excel) test, upon hire

• Must pass typing test, minimum of 50 words per minute, upon hire

• Six (6) years progressive experience as Office Assistant

• Possession of, or ability to obtain, commission as a Notary Public in the State of North Carolina

Administrative Assistant III

• Graduation from high school or equivalent and considerable experience in administrative support, or equivalent combination of education and experience.

• Valid driver's license

• Must pass advanced level PC applications (Word, Excel) test, upon hire

• Must pass typing test; minimum of 50 words per minute, upon hire

• Six (6) years progressive experience as Office Assistant

• Possession of, or ability to obtain, commission as a Notary Public in the State of North Carolina

Must possess a valid appropriate driver's license with acceptable driving history.

Drug screening and criminal background checks required.

REASONABLE ACCOMMODATIONS MAY BE MADE TO ENABLE INDIVIDUALS WITH DISABILITIES TO PERFORM THE ESSENTIAL FUNCTIONS.

The City of Gastonia is committed to creating and maintaining a work environment that is inclusive, equitable, and welcoming. We value diversity and promise to honor your experiences, perspective, and unique identity

The City of Gastonia is an Equal Opportunity Employer

• M/FH