Administrative Assistant — Academy Park

Monday - Friday

Management Confidential

The incumbent is responsible for making independent decisions on problems encountered within a delegated scope of activity. Work is performed under the general direction of the head of the department who reviews work through conferences and reports for adherence to departmental policies and standards.

Responsibilities:                              

• Provides support to management with office methods, procedures and other nontechnical fields for planning and administering programs;
• Collects necessary information and assists in the preparation of the departmental budget estimates;
• Supervises and participates in the keeping of fiscal records and the preparation of vouchers for payment;
• Supervises a clerical staff engaged in processing of personnel records, payrolls, maintenance files, general correspondence and other records;
• Provides general supervision over recording of expenditures and receipts of an office;
• Collects agenda items and prepares and distributes agenda for board and committee meetings;
• Requisitions materials and supplies;
• Maintains specialized accounts and records;
• Participates in staff conferences concerning administrative procedures to be followed in carrying out various programs of the department;
• Assists superiors in planning and administering programs for staff, in office methods and procedures, and other non-technical fields;
• Reads incoming mail and answers general correspondence as required;
• Supervises and expedites the preparation of reports and the maintenance of records through research and review of work;
• Assists in the interviewing of applicants for work and advises superiors on hiring and related personnel matters;
• Trains new employees;
• Enters and retrieves information in an automated information system;
• Performs related work as required; 

FULL PERFORMANCE KNOWLEDGE, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS:

• Thorough knowledge of the principles and practices of office management;
• Thorough knowledge of office terminology, procedures and equipment, including personal computers;
• Good knowledge of business arithmetic and English;
• Working knowledge of personnel administration;
• Ability to properly interpret relevant laws, regulations and policies, and make decisions accordingly
• Ability to relate to and communicate with the public, members of the department and representatives of other agencies in a professional manner;
• Ability to keep complex records and prepare reports;
• Courtesy and tact;
• Good judgment;
• Dependability;
• Physical condition commensurate with the demands of the position.