Administrative Assistant I - (ENGINEERING) (COMMUNITY DEVELOPMENT)

Administrative AssistantThis classification involves performing various administrative functions in supporting staff and/or governing boards in addition to the supervisor for an assigned area of the City. An employee in this position, depending on assigned department: relieves supervisor of non-policy clerical tasks; coordinates arrangements for meetings; maintains calendars; attends, takes minutes, and/or transcribes meeting minutes; assists in budget preparation; conducts research; composes reports; handles assigned projects; and orders supplies. This position also assigns work to other clerical staff as needed; assists with inquiries; provides technical assistance to others; and delivers training to others. Examples of duties include coordinating, managing, monitoring, and analyzing assigned special projects and programs; evaluating effectiveness and efficiency; making recommendations for improvements; and receiving and resolving complaints and concerns regarding projects and programs. Other duties include providing technical assistance to other personnel in implementing new or modified systems, methods, or procedures; preparing detailed written procedures and new or revised forms; developing plans for implementation; conducting necessary training of personnel regarding new or revised methods; and monitoring and observing results achieved. The position also relieves the supervisor of clerical and administrative details in matters not requiring policy decisions concerning organizational activities and established policies and procedures. It involves composing correspondence, reports, memoranda, forms, etc.; interpreting administrative policies; relaying instructions and policy and procedural decisions; and representing the supervisor at conferences and meetings, including contacts with outside agencies. Additionally, the role participates in the formulation, preparation, and control of department budgets through compiling and analyzing financial information; coordinating the preparation of budget narratives; making budget projections; preparing budget-related documents and charts; preparing and/or supervising preparation of budget reports; and conducting and supervising cost analysis and budget impact studies, etc. The position also takes and transcribes materials from recording media; attends meetings, conferences, and governing boards as recording secretary. It involves researching and compiling data from a variety of sources in connection with special reports, budget preparation, and other matters; assembling materials for supervisor's reply to correspondence demanding personal attention. Further responsibilities include assisting in preparing drafts of rules and regulations pertinent to the entire City or to the particular department assigned; preparing a variety of written documents including study plans, special and regular reports, systems and organizational analysis, work flow charts, etc. The position also receives, processes, and maintains accurate records for assigned department; assists with public record requests as assigned. It greets visitors; answers phones; monitors visitors' manual/electronic log; logs information in/out; answers phones; and processes department mail. The position tracks documents/activities and follows-up in assigned areas. It renews vehicle registrations; monitors GPS system; monitors P-cards; makes travel arrangements; notarizes documents; and processes reimbursements as assigned. It oversees specific tasks based on department assignment such as administering typing tests to applicants. The position orders supplies; processes purchase requisitions; and monitors administrative and specialized budgets for assigned area. It operates and performs minor maintenance on office equipment such as copiers. Performs related work as required.