OFFICE MANAGER

Administrative Assistant

This position provides responsible, confidential and complex administrative and secretarial support to a Senior Executive Manager (Assistant City Manager level or higher); coordinates and supervises all administrative support activities within the Operation Departments; and performs related work as assigned. The class is given a general outline of work to be performed and is free to develop work methods and sequences, with periodic review by supervisor. The work is considered sedentary in nature and involves walking or standing some of the time and involves exerting up to 10 pounds of force on a recurring basis or routine keyboard operations. The work requires the following physical abilities to perform the essential job functions : hearing, mental acuity, repetitive motion, speaking, and visual acuity. Work environment involves exposure to no known environmental hazards; and is relatively safe, secure, and stable.

Essential Job Functions :

• Serves as office manager for the Senior Executive Manager, ensuring effective and efficient office operations;
• Manages the work of department and division head level staff with respect to tracking work assigned and responses received through to completion;
• Performs routine to complex administrative and secretarial work for the Senior Executive Manager including but not limited to scheduling appointments and maintaining calendars, making travel arrangements, establishing and maintaining confidential and miscellaneous files, compiling data for reports, maintaining databases, etc.;
• Maintains budgets for the Senior Executive Manager;
• Maintains email flow of the Senior Executive Manager;
• Serves as liaison between the Senior Executive Manager and the respective department heads / management within his / her operations;
• Provides secretarial assistance to the Senior Executive Manager as required;
• May assist the Senior Executive Manager's Department Heads, if any, as needed to complete work assignments;
• Prepares meeting / conference rooms for meetings and special events;
• Attends staff, committee and City meetings as required; prepares and distributes meeting minutes;
• Prepares, types, processes, proofreads, copies, files and / or distributes various documents, including requisitions, expense reports, and various other records, forms, reports, memos and correspondence; independently responds to correspondence of a routine nature;
• Performs various routine clerical duties as required, including but not limited to entering and retrieving computer data, copying documents, filing / retrieving files, sending and receiving faxes and e-mails, assembling and collating documents, ordering supplies and maintaining supply inventory, processing daily mail, etc.;
• Performs various routine bookkeeping duties, including processing department payroll, preparing financial reports, and preparing and processing purchase requisitions;
• Answers the telephone; provides information as requested; screens calls and / or forwards calls to appropriate staff person. Takes messages as needed. Greets and assists office visitors;
• Receives and responds to inquiries, requests for assistance and / or complaints from City employees, outside agencies, and the public;
• Coordinates activities with other City divisions, departments, outside agencies and the public;
• Completes special projects as assigned by the Senior Executive Manager;
• Attends training, meetings, seminars and / or workshops to enhance job knowledge and skills; and
• Performs other related duties as assigned.

Qualifications :

Knowledge, Skills, and Abilities :