Administrative Assistant II

Job Title

Under minimal supervision, perform a variety of complex and responsible technical, legal and confidential work in which assignments and procedures require use of some independent judgment; the ability to work independently in meeting deadlines; knowledge of City policies and legal requirements; independently research and report on a variety of subjects; and perform related work as required. This position encompasses a variety of tasks which exceed customary clerical duties by adding specialized / technical aspects with a moderate degree of responsibility. This position receives instructions which are complex and technical in nature, and carries them out with a minimum of supervision. Supervision Received And Exercised General supervision is provided by a high level administrator. Receive indirect supervision from other administrative, professional or technical personnel. Exercise supervision over assigned secretarial and clerical personnel.

Examples Of Duties

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and / or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices. Duties may include, but are not limited to, the following :

• Provide responsible professional and technical assistance in the development, administration and implementation of City programs.
• Assist in formulating program policies, goals and procedures; collect and compile relevant data supporting recommendations.
• Assist in the development of new program elements and program modifications as necessary to meet stated goals and objectives.
• Monitor and coordinate the daily operation of assigned program area; perform detailed administrative work and maintain appropriate records and statistics.
• Provide highly responsible administrative staff assistance including conducting specific and comprehensive analyses of a wide range of municipal policies involving organization, procedures, finance and services.
• Conduct surveys and perform research and statistical analyses as requested; prepare related reports.
• Maintain inventory control of departmental supplies.
• Compile materials and assist in the preparation of reports, manuals and publications.
• Assist in basic office management functions.
• Assist in annual budget preparation : make budget recommendations relative to assigned program areas of responsibility; coordinate and compile budget recommendations prepared by other staff into a comprehensive budget document; research past expenditures and project next year's increases.
• Prepare grant proposals; monitor active grants to ensure that all stipulations and regulations regarding the use of funds are met; maintain appropriate records and documentation to satisfy any audit requirements.
• Prepare and administer contracts.
• Represent the City as assigned on various boards, commissions and committees.
• Respond to complaints and requests for information from the public and City staff.
• Perform related duties as assigned.
• May assist other department staff in taking commission meeting minutes and producing draft official minutes. This may require adjustment of work schedule to attend periodic evening meetings.

Qualifications

Knowledge of and Ability to : The following generally describes the knowledge and abilities required to enter the job and / or to be learned within a defined short period of time in order to successfully perform the assigned duties. Knowledges of :

Ability to :

Skills to :

Education and Experience Any combination equivalent to training and experience that would provide the required knowledge and abilities would be acceptable for employment. A typical background for minimum qualifications in both education and experience would be : Education : Associates degree from an accredited college or university with major course work in public administration, business administration or a closely related field. Experience : Two years (2) of experience comparable to that of an Administrative Assistant I. Journey level ability with word processing, e-mail and internet search functions. Well-versed in using spreadsheets.

Tools Used, Environmental Elements & Physical Demands

TOOLS AND EQUIPMENT USED Requires frequent use of personal computer, including word processing, database and spreadsheet programs, telephone, copy and fax machines, and all tools and equipment necessary to successfully perform the essential and important duties of the position. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Work is performed mostly in an office setting. Some outdoor work is required. Hand to eye coordination is necessary to operate computers and various pieces of office equipment. While performing the duties of this job, the employee is occasionally required to stand, walk, use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to sit, climb or balance, stoop, kneel, crouch, or crawl, talk or hear, and smell, and frequently sign legal documents and / or plans. The employee must occasionally lift and / or move up to 25 pounds. ENVIRONMENTAL ELEMENTS Employees work in an office environment or in any building or structure within the service area. Work may be performed outdoors with exposure to inclement weather, exposure to noise, dust, grease fumes, gases and potentially hazardous chemicals. Employees may interact with upset staff and / or public and private representatives in interpreting and enforcing departmental policies and procedures.