Administrative Assistant

 

Code: 008 BU: 17 (Salary Info) Grade: 016 Effective Date: 3/30/2006

Description of Work
General Duty Statement

Performs responsible and highly-skilled administrative work providing staff assistance to management which includes planning, implementing departmental programs and projects, and coordinating administrative activities. Performs other related duties as assigned.

Supervision Received

Works under the technical, general, and/or administrative supervision of a unit or division manager.

Supervision Exercised

May exercise technical supervision over lower-level support, technical, or professional staff.

Competencies

• Demonstrates an understanding of the full range of principles, theories, terms, techniques, trends and procedures associated with modern management; Plans and coordinates administrative activities such as human resources, budget preparation and control, management information systems, and special management studies.
• Demonstrates an understanding of the full range of department functions, structure, rules, regulations, policies, and procedures. Demonstrates an ability to assist in developing, planning, and implementing departmental programs, projects, policies and procedures.
• Demonstrates an ability to work collaboratively with others to accomplish the mission and vision of the organization. Serves as a liaison with city departments, local units of government, public and private agencies, news media, and the general public.
• Demonstrates an ability to create reports and recommendations on a wide variety of subjects, formal responses to inquiries or requests for information, and writes or edits reports and correspondence before release or publication.
• Demonstrates an understanding and ability to use a range of current and modern job-related equipment, computer hardware, software applications and best practices.
• Demonstrates an ability to meet deadlines, define, measure, and evaluate project and program results, and appropriately prioritize and set deadlines for one's own work and the work of others.
• Demonstrates an ability to represent the department at various committees and meetings, to provide data on current issues, and to participate in developing responses. Demonstrates an ability to prepare and conduct programs, and schedule and conduct departmental staff meetings.
• Demonstrates an ability to analyze business information, assess business capabilities and capacity, and evaluate against program criteria or standards. Demonstrates analytical skills required to conduct research and analysis, compile and analyze data, prepare and understand reports, and analyze and solve problems.
• Demonstrates an ability to effectively listen, speak, write, and interact in a tactful and persuasive manner. Demonstrates an ability to produce written and visual materials that are easily understood by the intended audience/reader.
• Demonstrates an ability to interact effectively with all levels of management, employees, other city departments, public and private agencies, news media, and the general public. Demonstrates an ability to understand and respect the diversity of customers and coworkers, effectively communicate before audiences, large groups, and in one-on-one situations.
• Demonstrates creativity in problem solving, managing conflict, and demonstrates the ability to provide effective workgroup leadership by encouraging both individual and group participation.
• Demonstrates an expert understanding of the mission and vision of the organization and the associated customer service standards. Demonstrates respect for the diversity of customers, both internal and external. Demonstrates a commitment to continuously improve customer service; demonstrates the ability to direct service planning activities.

Requirements

A Bachelor's Degree in Management, Business Administration, Public Administration, or a related field and four years of professional experience in responsible administrative work.