Administrative Assistant

DEFINITION: The Administrative Assistant performs a variety of office administrative and advanced secretarial tasks for the Finance & Technology Department ; may serve as the primary contact person for information on policies and procedures relating to the activity or purpose of the Finance & Technology Department. This position is designated confidential due to the nature of the material and information to which the individual has frequent contact.

SUPERVISION RECEIVED AND EXERCISED: Receives direct and general supervision from the Director of Finance & Technology and/or designee. May exercise direct or indirect supervision over other clerical positions, part-time staff and/or student interns.

CLASS CHARACTERISTICS: This is a single position advanced journey level classification that assists professional staff and is responsible for the more complex secretarial, clerical, and administrative work and special projects. Incumbents are also expected to independently accomplish duties that involve exercising sound decision making and proper judgment.

Examples of Duties / Knowledge & Skills

EXAMPLES OF ESSENTIAL FUNCTIONS: (Illustrative Only): Management reserves the right to add, modify, change or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Performs a wide variety of complex, responsible and confidential duties for the Finance & Technology Department.
• May assist with budget preparation, payroll variance review, and City Council closed session items.
• Prepares a wide variety of complex reports, summaries, memoranda and forms requiring independent research, assembly of information, judgment and interpretation and may include preparation of complex tables and spreadsheets
• Composes letters and routine invoices, contracts, and other forms for signature via DocuSign or physically, when appropriate.
• Independently responds to letters and general correspondence of a routine nature.
• Prepares and formats agenda reports and attachments for City Council and/or various commissions.
• Prepares agenda and takes and transcribes minutes for a variety of meetings.
• Schedules appointments and meetings and office calendars.
• Makes travel arrangements for Finance & Technology staff.
• Initiates and maintains a variety of files, records and manuals.
• Operates a variety of office equipment including word processor.
• Prepares procurement documentation, including developing/drafting solicitations, preparing required procurement forms in compliance with policy and procedures, opening purchase orders, processing department purchasing card charges, and processing accounts payable invoices for the Finance & Technology Department.
• Is the designated representative for the Finance & Technology Department for Office Depot and Business Amazon Prime accounts and orders; maintains department supply cabinet and ensures supplies are ordered, stocked, and on-hand when needed.
• Interacts directly with the public at a customer service counter and by phone.
• Responds to telephone inquiries by the general public and city employees.
• Receives and disseminates information and requests for various services.
• Maintains petty cash fund.
• Assists in coordinating administrative and clerical activities within the Finance & Technology Department.
• Updates the Finance & Technology Department website, including posting budgets, financial statements, unclaimed funds listings, and updating and posting Citywide Book of Fees/Master Fee Schedules.
• Notarizes liens, lien releases, and other documents requiring a Notary Public.
• Maintains all paperwork for City vehicles, processes new City vehicles for exempt plates, and processes undercover vehicles to maintain current registration and DMV documentation.
• Maintains and coordinates updates to banking signature cards and online access for appropriate staff.