Executive Assistant (Building Department)

Administrative Assistant

With little or no supervision, the purpose of the position is to provide highly responsible and complex, confidential, and specialized administrative support to the assigned executive level supervisor. Employees in this classification function at expert level and are accountable for the accuracy of both routine and non-routine, sensitive administrative support duties performed and analyzes complex administrative problems and recommends solutions as dictated by the nature of department. Position may be accountable for assigning, reviewing, and supervising the work of other support staff. Position is distinguished from that of the Senior Office Assistant by the sensitivity of data and / or information involved, the high degree of accountability and discretion commensurate with the highly visible nature of this position, greater latitude in exercise of independent judgment concerning assigned duties, and the ability to function independently. In some instances, the distinction may be due to the assignment of supervision of other support staff.

Examples of duties include :

• Researches and generates various complex, sensitive, and specialized correspondence, articles, memos, agendas, orders, reports, forms, manuals, or other relevant materials appropriate to the assigned department; develops and generates material for executives public speaking engagements and official correspondence.
• Attends meetings, conferences, and briefings to document subject matter concerning amendments and developments impacting the supervisor or assigned work unit; may take and transcribe dictation or transcribe from dictating equipment. Prepares Commission agenda documents.
• Performs a variety of complex, highly visible, and specialized administrative functions, e.g., analyzing sensitive and / or confidential data, typing, researching and developing extensive reports, documentation verification.
• Plans, initiates, and completes complex administrative duties.
• Administers and oversees complex work unit programs involving diversified work regulated by complex requirements, laws, policies, and / or procedures.
• Researches and plans activities for program development and maintenance.
• Oversees office administration.
• Classifies highly sensitive, complex information, develops detailed reports, interprets advisory data, and implements changes.
• Reconciles data and accounts for cash funds. Coordinates a variety of high profile special events, services, projects, and activities.
• Compiles, prepares, and may be responsible for distributing various special reports, notices, and other relevant materials appropriate to the assigned unit.
• Receives telephone inquiries and concerns, ascertaining the nature of the call, and resolving personally, directing it to the appropriate individual or department, or acting as liaison to the assigned executive level supervisor.
• Performs a variety of critical record management duties, and the manages department record retention system, and filing systems of relevant materials appropriate to assigned unit, e.g., payroll, accounts payable, departmental files, personnel records, accounting data.
• Receives and analyzes various reports, plans, and applications for the purpose of verifying accuracy, and ensures necessary copies of pertinent documents are made and distributed appropriately, e.g., statistical data, licenses, invoices, and purchase orders.
• Completes and processes various forms required of assigned department, i.e., legal drafts, personnel forms, invoices, work orders, purchase orders.
• Coordinates logistics and travel arrangements for conferences, meetings, and seminars for the assigned executive level supervisor, e.g., coordinating attendance of others at meetings, location reservations, time, and directions; assembly subject matter; travel reservations.
• Coordinates and assists in the departmental preparation of operating budget; requests documents; reviews and verifies budget documentation to ensure compliance with pre-established guidelines and requirements.
• Supervises a work units support staff, directing work flow, reviewing generated work for accuracy and quality.
• Completes performance evaluations, recommends hiring and disciplinary actions, and coordinates training needs.
• Expedites the units work to take care of fluctuating workloads.
• Ensures office coverage during normal business hours.
• Coordinates office and business communications.
• Operates various office equipment, e.g., computer terminals, word processor, printers, copy machines, telephone systems, facsimile machines, calculators to effectively complete duties.
• Assists with specialized projects to support efficient functioning of the department.

Typical qualifications include :

Supplemental information includes :