Administrative Assistant I

Performs a wide variety of administrative and clerical duties in a major division.

This is the entry-level class in the Administrative Assistant series.  This classification is distinguished from the Management Assistant and Office Assistant I/II classifications by the scope and specialization of the duties performed. Specifically, this classification is distinguished from Management Assistant in that it does not directly support a department director and from the Office Assistant I/II in the amount of supervision, autonomy, and specialization of the duties performed including exposure to more confidential information. Employees within this class are distinguished from Administrative Assistant II by the performance of the more routine and standardized tasks and duties assigned to positions within the series.

Direct supervision is provided by key mid-managers and department heads within the various divisions and departments. Employees perform duties within the prescribed processes and procedures and generally do not provide supervision to other classifications.

General duties include, but are not limited to, the following:

• Receives, screens and routes phone calls and visitors, conveys messages and provides public information
• screens and routes mail and interoffice correspondence
• prepares a variety of letters, forms and permits and tracks personnel and operational actions
• compiles a variety of narrative, accounting and statistical reports
• operates computer systems and other specialized equipment for data entry and timekeeping purposes
• coordinates meetings
• performs other general clerical work as assigned
• assists with conference room set-ups   

In addition, duties include, but are not limited to, the following when assigned to:

Recreation/Community Center:

• answers and routes telephone calls and provides directions and information
• processes facility permits, park permits, class registrations, ticket sales and purchase order and payment documents
• processes payroll, accounting and associated documents
• maintains department files, financial reports and records
• provides support to other staff
• prepares meeting notes, minutes and other records
• composes letters and vendor and interoffice correspondence
• makes copies, retrieves and delivers mail
• responds to public inquiries
• provides information on recreation activities, facilities and ordinances
• makes travel and training arrangements
• attends staff meetings
• orders and maintains division supplies

Parks and Public Works Maintenance:

• prepares confidential personnel action forms, reports and correspondence
• prepares and distributes schedules, coordinates training and travel arrangements
• prepares and processes purchase order, petty cash and other payment documents
• monitors expiration dates for drivers licenses, medical certificates and other required records and arranges employee appointments
• processes payroll, accounting and associated documents
• maintains division files and records
• provides support to other staff
• composes letters and vendor and interoffice correspondence
• retrieves and delivers mail
• attends staff meetings
• orders and maintains division supplies
• takes meeting notes, minutes and other records
• responds to public inquiries

• operational processes, procedures and policies
• office terminology and computer applications
• proper English usage, spelling, grammar and punctuation
• basic math
• office equipment

• learn, retain and use specific operational guidelines, rules and policies
• perform responsible and complex record-keeping and file maintenance
• use independent judgement
• analyze problems and suggest solutions
• maintain sensitive and confidential records and files
• compose correspondence from oral or written instruction
• establish and maintain cooperative working relationships with other City employees and the public
• proficiently use Citywide and Department-specific software applications, including word processing, spreadsheet, presentation, email and scheduling programs and databases
• prioritize and coordinate a wide variety of demands
• respond to deadlines
• use tactful and clear communication skills

Graduation from high school or the equivalent with courses in business, office procedures, computer applications, English and math. An Associate of Arts Degree or technical college courses and certificates are desirable.

• ability to sit and operate computer equipment for long periods of time
• ability to effectively communicate with a wide variety of employees and members of the public
• ability to keep composure and respond to complaints, inquiries and problems under pressure
• provide accurate and clearly stated information