Job description
Description
NATURE OF WORK
This is entry level administrative and related clerical work typically performed in the capacity of an administrative assistant or as personal administrative assistant to a supervisor, departmental official or administrator in the City.
Employees in this classification may also be required to perform various administrative functions, often performed in support of section staff and/or governing boards in addition to the immediate supervisor. Employee must establish and maintain effective working relationships with supervisors, maintain/coordinate appointment calendars and schedules of activities, and anticipate time demands and advise supervisor of priority concerns. Duties include coordinating arrangements for meetings, conferences and other activities.
The incumbent is expected to become acquainted with the operations and procedures of the assigned area in order to address routine administrative matters. Employee may serve as supervisor over subordinate staff. Effective communications skills and proficiency with computer skills, grammar and composition are required. Under general supervision, work is performed in accordance with written and oral instructions and established procedures; however, some initiative and independent judgment are required in dealing with assignment details and the public. Work is reviewed through observation, conferences and results obtained.
Employees in this classification may also be required to perform various administrative functions, often performed in support of section staff and/or governing boards in addition to the immediate supervisor. Employee must establish and maintain effective working relationships with supervisors, maintain/coordinate appointment calendars and schedules of activities, and anticipate time demands and advise supervisor of priority concerns. Duties include coordinating arrangements for meetings, conferences and other activities.
The incumbent is expected to become acquainted with the operations and procedures of the assigned area in order to address routine administrative matters. Employee may serve as supervisor over subordinate staff. Effective communications skills and proficiency with computer skills, grammar and composition are required. Under general supervision, work is performed in accordance with written and oral instructions and established procedures; however, some initiative and independent judgment are required in dealing with assignment details and the public. Work is reviewed through observation, conferences and results obtained.
Examples of Duties
ILLUSTRATIVE TASKS
- As assigned, coordinates, manages, monitors, and analyzes special projects and programs; evaluates effectiveness and efficiency and makes recommendations for improvements; receives and resolves complaints and concerns regarding projects and programs
- Provides technical assistance to other personnel in implementing new or modified systems, methods or procedures; prepares detailed written procedures and new or revised forms; develops plans for implementation; conducts necessary training of personnel regarding new or revised methods; monitors and observes results achieved
- Relieves supervisor of clerical and administrative details in matters not requiring policy decisions concerning organizational activities and established policies and procedures
- As an assistant to an administrative superior or department head, composes correspondence, reports, memoranda, forms, etc.; interprets administrative policies; relays instructions and policy and procedural decisions; may represent the superior at conferences and meetings, including contacts with outside agencies
- May supervise and/or participate in the formulation, preparation and control of department budgets through the following: compiling and analyzing financial information, coordinating the preparation of budget narratives, making budget projections, preparing budget-related documents and charts, preparing and/or supervising preparation of budget reports, conducting and supervising cost analysis and budget impact studies, etc.
- May take and transcribe materials from recording media; attends meetings, conferences and governing boards as recording secretary
- Researches and compiles data from a variety of sources in connection with special reports, budget preparation and other matters; assembles materials for supervisor's reply to correspondence demanding superior's personal attention
- Assists in preparing drafts of rules and regulations pertinent to the entire City or to the particular department assigned; prepares a variety of written documents including study plans, special and regular reports, systems and organizational analysis, work flow charts, etc.
- Orders supplies; processes purchase requisitions; monitors administrative and specialized budgets for unit
- Operates and performs minor maintenance on office equipment such as copiers
- Performs related work as required
Requirements
EDUCATION
Graduation from an accredited high school, vocational school or possession of a G.E.D equivalency diploma- PROOF OF HIGHEST LEVEL OF COMPLETED EDUCATION MUST BE SUBMITTED AS AN ATTACHMENT WITH APPLICATION. (Applications without attached proof of education will not be processed for consideration.)
EXPERIENCE AND TRAINING
Three (3) years of experience assisting an executive in the study, analysis, and review of administrative programs, projects, policies, and procedures; assisting in the solution of management and administrative problems; or overseeing programs, projects, or administrative functions
OR
Two (2) years of experience as an administrative assistant or Administrative Support IV with the City of Sunrise
OR
- An acceptable combination of education, training and professional experience
Experience must have included researching problems/issues, the exercise of judgment and discretion in presenting recommendations and solutions, and independently composing memoranda, reports, and other correspondence- Proficiency with Microsoft Word and Excel required
- Preferred experience in grant funded relief programs, including program documentation requirements
SPECIAL QUALIFICATIONS
Must pass a keyboarding assessment with a minimum score of forty (40) words per minute
PHYSICAL REQUIREMENTS
Physical:
- Light physical effort in work, which may involve some lifting, carrying, pushing and/or pulling of objects and materials up to twenty (20) pounds. Descending and climbing stairways and extended periods of sitting and standing o may be required
Work Environment:
- Work is performed primarily in a standard office environment or in the field. Tasks are regularly performed without exposure to adverse environmental conditions
Sensory:
- The ability to perceive and differentiate visual cues or signals. Tasks require the ability to communicate orally and in writing.
Supplemental Information
KNOWLEDGE, SKILLS AND ABILITIES
- Knowledge of executive administrative assistant methods, techniques, and procedures
- Knowledge of modern office procedures, practices and equipment
- Knowledge of executive protocol and the proper order of etiquette in conducting administrative assistant activities with responsible City and other officials
- Ability to acquire knowledge of the structure and function of various City departments
- Ability to acquire knowledge of supervisory principles and practices
- Ability to operate a personal computer and other office machines with accuracy and speed
- Ability to express ideas clearly and concisely, verbally and in writing
- Ability to establish and revise office policies and procedures
- Ability to research and develop information from a variety of sources
- Considerable knowledge of the functions, processes and principles of management
- Considerable knowledge of the techniques and methods used in administrative analysis
- Knowledge of the organizational structures, functions, operations, objectives and goals of municipal government
- Knowledge of appropriate laws, rules, regulations and procedures governing City operation
- Knowledge of computer-related terminology and of data processing equipment capabilities and limitations
- Ability to gather and analyze data and draw conclusions
- Ability to supervise a staff of subordinate professional and clerical personnel
- Ability to prepare detailed written reports and procedures
- Ability to persuasively support recommendations both orally and in writing
- Ability to select and/or devise analytical techniques and methods suited to the solution of management problems
- Ability to manage projects effectively and meet deadlines
- Ability to manage multiple, high-priority assignments
- Ability to communicate effectively and persuasively, both verbally and in writing to individuals as well as groups
- Ability to establish and maintain effective working relationships with City officials, other City departments, fellow employees, supervisors, outside agencies, and the general public
- Ability to withstand pressure of competing priorities and varied responsibilities and works efficiently and effectively to develop win-win solutions
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