The Administrative Assistant performs a variety of clerical duties in support of an assigned department including; prepares correspondence and reports, coordinates meetings, maintains calendars and makes travel arrangements. The incumbent may also track program and plan submittals, maintain logs, files and databases, issue licenses, advise applicants of required permits/procedures, and coordinates inspections. In addition, they will receive public requests for service, prepare related documentation, input work orders and prepare reports on work completed. This position will also routinely perform administrative tasks such as; reviews invoices and prepares vendor check requests, updates departmental budget tracking, creates purchase orders and requisitions, maintains attendance logs, and collects/submits departmental timecards. Additionally, the successful candidate will receive, screen and route telephone calls, emails and regular mail, assist the public at the counter, respond to public inquires and concerns, and maintain a detailed knowledge of the City's policies, programs and procedures.
THE IDEAL CANDIDATE
The ideal candidate must have the ability to prepare clear and concise correspondence and reports, operate typical office equipment and communicate effectively and accurately both verbally and in writing. The successful applicant for this position would also evaluate the effectiveness of the department's current administrative functions and suggest/implement changes to provide for more efficient operations. Additionally, the incumbent will work well independently and as part of a team, while cultivating cooperative working relationships with the public, coworkers, City officials, and those contacted in the course of the work. It is important that this person is organized, able to prioritize, efficiently complete work assignments, and initiate routine job duties without formal direction. Finally, the ideal candidate will negotiate effective solutions to problems, use good judgement, uphold confidentiality and work collaboratively with team members to support a positive customer service environment.