Job Description

Description

DEFINITION: Performs intermediate level secretarial, clerical and receptionist duties to support efficient office operations requiring a thorough understanding of department and appropriate agency procedures and policies. DISTINGUISHING CHARACTERISTICS Positions assigned to the Administrative Aide III classification are intermediate level secretarial and clerical positions distinguished from Administrative Aide II by the greater complexity of clerical assignments or by a full range of secretarial skills required, more independent decision making, and more detailed knowledge of departmental functions and procedures. SUPERVISION RECEIVED AND EXERCISED Receives supervision from a supervisor in one of various classifications. May direct the work of temporary employees or other clerical staff. www.neogov.comEXAMPLES OF DUTIES - DUTIES MAY INCLUDE, BUT ARE NOT LIMITED TO, THE FOLLOWING: • Independently prepares, maintains and disseminates detailed records and statistics; establishes and updates manual and computerized record-keeping systems. Retains and retrieves files, requiring knowledge of department procedures. • From written drafts or oral instructions, prepares a variety of letters, memos, forms and reports using office machines as required such as computer terminal, typewriter, word processor, calculator, photocopier and other standard office equipment. Composes and proofs material to assure proper layout, grammatical composition and inclusion of all pertinent information. • Initiates completion of regularly recurring reports and standard form letters. Maintains accumulative records, making periodic audits as necessary; maintains follow-up system on reports requiring action on a periodic basis. • Serves as secretary to boards and committees. Prepares agendas and supporting materials; takes and transcribes minutes. Prepares and distributes final minutes and reports; conducts follow-up assignments. • Searches files and records for readily identifiable information as directed or based on agency policies or legal requirements. Obtains information from others as necessary to complete assignment. • Compiles data from varied sources and makes summary reports. May involve statistical calculations and tabulations in accordance with established formulas and equations. • Processes purchase orders and requisitions assuring proper approvals, coding and records; purchases office supplies and equipment for the unit; tracks unit budget. • Receives visitors and telephone inquiries to a department; ascertains the nature of their business; responds to questions regarding unit procedures, policies and processes; assists them when within scope of authority and refers others to appropriate individuals or departments. May process applications and issue licenses and permits as authorized. • Attends meetings to record proceedings and transcribes minutes from shorthand notes or tape recordings. Types minutes in final form and distributes to group members. • Sets up and maintains files and record-keeping systems; files and retrieves documents as necessary. • Schedules appointments and meetings, reserves conference rooms and vehicles; makes travel arrangements as instructed. Notifies staff of itineraries and appointments. • Administers petty cash funds, including distribution and replenishment of funds. • Coordinates schedules and arranges specific department services with various staff members, departments or agencies. Notifies participants of schedule. • Verifies data, then enters and edits reports or information on computerized record-keeping system. • Receives, receipts, and records fees; performs various posting and balancing of assigned portions of records and accounts. • Files, sorts and distributes mail; replenishes office supplies. • Actively supports and respects diversity in the workplace. • Performs other related duties as assigned. Experience and Training Guidelines -- Any equivalent combination of education and experience which provides the applicant with the knowledge, skills and abilities required to perform the job. A typical way to obtain the knowledge and abilities would be: Experience: Two years of clerical and/or secretarial experience. Training: High school diploma or G.E.D. equivalent. License or Certificate: Valid State driver's license.QUALIFICATIONS: Knowledge of: • Function(s) and procedures of a specific department. • Office practices, procedures and equipment. • Secretarial practices and procedures. • Basic math including the ability to add, subtract, multiply and divide accurately. Business English, including grammar, spelling, and punctuation. • Good oral communications skills to explain policies and procedures and to deal with other employees, agencies and the general public using courtesy, tact and good judgment. Ability to: • Establish and maintain complex manual and computerized filing and record-keeping systems. • Operate standard office equipment such as typewriter, word processor, computer terminal and printer, calculator, and photocopier. • Read, understand, apply and explain City/department policies and procedures. • Work independently, organizing work with a minimum of supervision. • Work quickly, accurately and thoroughly with close attention to detail to meet deadlines. • Track and coordinate multi-step processes. • Type at least 50 wpm. • Pass a criminal background check. • Speak Spanish, highly desired.