Administrative Assistant II - Youth Services

Job Description

Grade 13

General Statement of Duties

Performs a variety of general office clerical and administrative support duties for a Division Head within a municipal Department; performs directly related work as required.

Examples of Essential Work

• Performs confidential secretarial duties for a Division Head, including assuming direction or oversight over other Division personnel in distributing directives and monitoring programmatic activities;

• Prepares correspondences, reports, lists and other documents as instructed and requested by designated office personnel;

• Interprets and applies Departmental or office rules, policies and regulations in accordance with prescribed procedures and guidelines;

• Transcribes or prepares letters, minutes, reports, statements, grant applications, specifications, contracts, memoranda, notices, resolutions, budgets, financial and statistical tables, requisitions and other related materials, including confidential correspondences and reports;

• Prepares special reports as requested;

• Copies, packages and distributes a variety of written materials as requested by other designated office personnel;

• Answers Department telephone calls, receives and greets visitors to the Department and provides information to or refers callers and visitors to other appropriate Departments or City personnel;

• Gathers, assembles, updates, distributes and/or files a variety of information, forms, records and data as requested using traditional filing systems or databases as necessary;

• Processes accounts payable, accounts receivable and/or payroll as necessary;

• Screens visitors, telephone calls, faxes, mail and messages directed to office personnel;

• Listens to and directs comments and complaints from the public relating to Department operations and takes appropriate action to resolve and refer such complaints;

• Requisitions supplies and materials for the department as requested;

• Opens and distributes mail throughout the Department;

• Oversees petty cash accounts;

• Provides needed information and demonstrations concerning how to perform certain work tasks to new employees in the same or similar class of positions; and more.

Acceptable Experience and Training

• Graduation from High School or possession of a GED, preferably supplemented by additional training in office management; and

• Considerable experience in general office operations; or

• Any equivalent combination of experience and training which provides the knowledge, skills and abilities necessary to perform the work.

Required Special Qualifications

• None.