Job Description

Administrative Assistant

This position provides administrative, clerical, and secretarial support to the Deputy City Manager of Planning.

Major Duties and Responsibilities:

• Coordinates and maintains the Deputy City Manager's calendar and special meetings; schedules appointments and staff meetings; makes travel arrangements, registration for conferences, and hotel accommodations.
• Assists in the preparation of presentations.
• Answers and directs phone calls; provides information to callers.
• Composes letters and memos; organizes office files and records.
• Processes invoices for payment; processes reimbursements for the Deputy City Manager.
• Orders supplies.
• Opens and logs mail for the Deputy City Manager; distributes mail to others in the office.

Knowledge, Skills and Abilities:

• Knowledge of office administration practices and procedures, such as letter writing and the operation of standard office equipment.
• Knowledge of computer applications.
• Knowledge of the basic principles of accounting.
• Knowledge of basic budgetary principles and practices.
• Knowledge of the techniques of record keeping, report preparation, filing methods, and records management.
• Skill in researching, compiling, and summarizing information and statistical data.
• Skill in planning, organizing, and coordinating administrative operations.
• Skill in accurately proofreading copy with accompanying knowledge of grammar, punctuation, and spelling.
• Skill in taking and transcribing dictation from shorthand notes and dictating equipment.
• Skill in oral and written communication.

Minimum Educational and Training Requirements:

Knowledge and level of competency commonly associated with the completion of specialized training in the occupational field, in addition to basic skills typically associated with a high school education. Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship or having had a similar position for one to two years.

Physical Requirements:

• Feeling perceiving attributes of objects by touch with skin, fingertips.
• Grasping applying pressure to object with fingers, palm.
• Handling picking, holding, or working with whole hand.
• Hearing 1 perceiving sounds at normal speaking levels, receive information.
• Hearing 2 receive detailed information, make discrimination in sound.
• Lifting raising objects from lower to higher position, moving objects side to side, using upper extremities, back.
• Manual Dexterity picking, pinching, typing, working with fingers rather than hand.
• Mental Acuity ability to make rational decisions through sound logic, deductive reasoning.
• Reaching extending hands or arms in any direction.
• Repetitive Motion substantial movements of wrists, hands, fingers.
• Speaking expressing ideas with spoken word, convey detailed, important instructions accurately, concisely.
• Standing for sustained periods of time.
• Talking 1- expressing ideas by spoken word.
• Visual Acuity 1 - prepare, analyze data, transcribing, computer terminal, extensive reading.
• Visual Acuity 2 - color, depth perception, field of vision.
• Visual Acuity 3 - determine accuracy, neatness, observe facilities/structures.
• Walking - on foot to accomplish tasks, long distances, or site to site.

The work is typically performed in an office, library, or computer room.

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