Administrative Assistant

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Rate of Pay

Work Shift

Job Summary

Job Description

ESSENTIAL DUTIES

• Perform a wide variety of responsible and complex administrative and secretarial duties in support of the assigned office; relieve management staff of a variety of administrative details.

• Plan, organize, and carry out administrative assignments; research, compile, and organize information and data from various sources on a variety of specialized topics related to programs in assigned area.

• Participate and assist in the administration of the assigned office; may organize and manage office activities; recommend organizational or procedural changes affecting support activities.

• Serve as initial contact/resource person for the assigned office; screen calls, visitors, and mail; respond to complaints and requests for information and assistance; interpret and explain regulations, procedures, policies, systems, rules, and precedents in response to inquiries and complaints from the public, City staff, representatives of other organizations, and others; research and gather information to provide accurate answers and information; refer more technical questions or issues to appropriate City staff; ensure follow up to unanswered inquiries.

• Type, format, proofread, and produce final copy of a wide variety of reports, investigations, letters, memoranda, spreadsheets, and statistical charts; type from rough draft, verbal instruction, or transcribing machine recordings; review drafts for punctuation, spelling, and grammar; make or suggest corrections to drafts; independently compose letters, memoranda, or basic reports from general instructions or information related to assigned responsibilities; arrange for or distribute copies of material.

• Provide technical assistance to citizens regarding department policies, procedures, services, and operations.

• Verify and review forms and reports for completeness and conformance with established regulations and procedures; apply specialized knowledge of departmental and program policies and procedures in determining completeness of applications, permits, records, and files.

• Initiate and maintain a variety of files and records for information related to the assigned office including official resolutions and ordinances; maintain budget, purchasing, personnel, payroll, and other records to assist in the management or administration of departmental programs; ensure proper filing of documents in departmental or central files; maintain and update resource materials; maintain department’s personnel files.

• Assist in a variety of department operations; perform special projects and assignments as requested.

• Maintain calendars of department activities, meetings, and various events; schedule City staff meetings or meetings between City staff and other groups or organizations; arrange for necessary materials to be available at meetings; coordinate travel arrangements for department staff as necessary.

• Serve as administrative support to various committees, commissions, and task forces; prepare, copy, and distribute meeting agendas and related materials, minutes, resolutions, or other formal documents.

• Operate a variety of modern office equipment including copiers, computers, word processors, and printers to enter and retrieve data and produce various documents and reports.

• Participate in the development, administration, and monitoring of the department’s budget.

• Receive payments or fees; issue receipts; maintain records of transactions.

• Perform other related duties and responsibilities as assigned.

MINIMUM QUALIFICATIONS

Education: High school diploma or GED.

Experience: Four years of administrative and clerical experience.

Certifications/Licenses:

• Valid Utah Driver’s License

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

• Office management principles.

• Modern office procedures, methods, and equipment including computer equipment.

• Word processing methods, techniques, and programs.

• Principles of business letter writing.

• Principles and procedures of record keeping.

• Techniques used in public relations.

• English usage, spelling, vocabulary, grammar, and punctuation.

• Safe driving principles and practices.

• Principles and practices of fiscal, statistical, and administrative data collection and report preparation.

• Policies and procedures of assigned department.

• City and department financial record keeping and budget processes and procedures.

• Pertinent Federal, State, and local laws, codes, and regulations.

Skill with:

• Operating modern office equipment including computer equipment and software. 

• Operating a motor vehicle safely.

Ability to:

•  Perform secretarial and administrative work involving the use of independent judgment and personal initiative.

• Research, compile, and prepare a variety of fiscal, statistical, and administrative reports.

• Schedule and coordinate projects; set priorities; adapt to changing priorities.

• Work cooperatively with other departments, City officials, and outside agencies.

• Respond to requests and inquiries from the public.

• Compile and maintain records and prepare routine reports.

• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.

• Interpret and apply the laws, codes, and regulations pertaining to assigned programs and functions.

• Analyze situations carefully and adopt effective courses of action.

• Independently prepare correspondence and memoranda.

• Exercise good judgment, flexibility, creativity, and sensitivity in response to changing situations and needs.

• Communicate clearly and concisely, both orally and in writing.

• Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.

WORKING CONDITIONS AND PHYSICAL DEMANDS

Work in a standard office environment which includes reaching, bending, sitting, standing, talking, hearing, and listening. Ability to travel to different sites and locations.

Supervisory Level

Job Exempt from Overtime: