Job Descriptions

ADMINSTRATIVE ASSISTANTDEFINITIONUnder the general direction of the Service Director, to perform responsible coordination, technical and advanced clerical support to departmental operations; provide input and technical assistance to the Service Director and Management Staff, including financial and budget administration, personnel records management and purchasing activities; provide assistance as public/staff contact person in the Service Director's absence.This classification is assigned to the miscellaneous bargaining unit for labor relations purposes and is subject to overtime assignments.SUPERVISION RECEIVED AND EXERCISEDGeneral administrative direction is provided by the Service Director. May exercise lead activities with other technical and clerical staff.ESSENTIAL FUNCTIONS: Duties may include, but are not limited to the following:Formulates, prepares and implements budget for Service Area, authorizes and monitors expenditures, participates in the forecast of expenditures and revenues needed for staffing, equipment, materials, and supplies, coordinates and prepares budget status reports.Plans, organizes and coordinates the activities of the Administrative office.Coordinates the office activities of the department, determines priorities, monitors work flow, plans, organizes and directs organizational administrative programs and projects.Coordinates and implements the personnel records keeping functions, purchasing activities records and payroll records systems for the department.May represent the department to other City Service Areas, citizens, community groups and outside agencies, make reports and presentations to the City Council.Assists in the development of department goals, objectives, policies and priorities.Plans, assigns and coordinates the activities of personnel in providing technical and support services for departmental operations.Assists in the planning for growth and future service needs, advises the Service Director and Management Staff regarding activities and needs of the department.May select, train and participate in the evaluation of assigned staff; has input in employee performance evaluations.Reviews current and devises new service delivery methods to assure efficient and effective use of resources.Compiles materials/information and prepares reports, manuals, publications and news releases.Provides lead review of daily performance of assigned personnel and ensures that appropriate rules and policies are followed.Maintains personnel records, confidential investigations and records security in accordance with State law and City policy.Performs related duties as assigned.MINIMUM QUALIFICATIONSKnowledge of:Modern management principles, practices, and techniques of office administration, organization and operation.Principles, methods and procedures utilized in the preparation and management of a department budget.Principles, methods and procedures utilized in the purchase of departmental supplies and equipment.Advanced computer skills, including word processing, graphics and spreadsheet applications.Modern office efficiency, office equipment, bookkeeping and record keeping procedures and methods.Principles of training and performance review and correction.Effective communication techniques, including public speaking and program presentation.Ability to:Type 45 words per minute (net corrected).Administer a wide variety of programs and projects, including administrative and budgetary activities, as well as internal assignments.Collect and understand data, analyze it objectively, present it clearly and concisely, and prepare logical and accurate reports with conclusions and recommendations.Understand computers and related software.Work independently, exercise common sense and sound judgement when performing assigned duties.Prepare clear and concise reports, speeches, articles and correspondence, for both internal use and external publication.Comprehend and apply Federal, State and local policies, procedures, laws and regulations.Establish and maintain effective and cooperative working relationship with those contacted in the performance of duties.EXPERIENCE AND EDUCATIONExperienceFour years of responsible professional experience in administrative or technical clerical work.EducationEquivalent to an Associate's Degree (sixty semester units of completed college course work) in business or a related field.DESIRABLE QUALIFICATIONSPrior municipal experience working with governmental budgeting and accounting practices.Lead worker experience.Public speaking/presentation experience.LICENSE OR CERTIFICATEPossession of a valid California Driver's License, Class C, at the time of appointment, to be maintained as a condition of continued employment.PHYSICAL REQUIREMENTSMaintain the following physical abilities: See well enough to operate vehicles, read instructions and follow directions; hear well enough to distinguish various noises, to converse on the radio, telephone and in person; use of hands and fingers for writing, typing, drafting, and other computer related functions.