Administrative Assistant II

HOURLY: $14.98

JOB OBJECTIVES:

Under general supervision and procedural control, the Administrative Assistant II performs responsible and specialized clerical work to include entering information into computer, preparing correspondence and other documents, copying, proofreading, maintaining electronic and manual file systems, answering phones, providing customer service, operating office equipment and assisting with clerical and administrative functions. Employee works with many different records of forms, receives and prepares information for further processing or record keeping. Employee performs specialized departmental functions and customer services. Employee will indirectly oversee and perform office functions and provide administrative assistance to the Department Director, as assigned.

Employee plans own work flow and must use some independent judgment in collecting and processing information. Employee is responsible for prompt, accurate performance of all clerical and office work. Most decisions are guided by existing policies or regulations, but occasionally he/she must use own judgment. Job requires prompt, accurate performance of routine clerical, typing and data entry duties. Employee must be able to work well under stress and be able to handle various tasks, despite numerous interruptions. Courtesy, tact and diplomacy are required in daily contact with public and staff.

ESSENTIAL JOB FUNCTIONS

• Performs general and specialized departmental clerical work such as computer word processing, data entry, filing, copying and operating office equipment
• Performs receptionist duties to include answering phones, routing calls, taking messages and providing general public information in a friendly, prompt and professional manner.
• Performs customer service professionally using courtesy, tact and diplomacy.
• Collects statistical or other information and reviews, verifies, proofreads and corrects data, records and forms.
• Processes, distributes, and files information, records, forms, documents and other information.
• Maintains a clean and orderly customer service area and office work area.
• Maintains electronic and manual records and files accurately and in an orderly manner.
• Responds to inquiries in a professional manner providing accurate public information about services without disclosing confidential or unauthorized information.
• Answers customers' questions, provides information on procedures and resolves common customer concerns in a diplomatic manner.
• Opens mail; sorts, routes or files correspondence or forms accordingly.
• Listens to citizen's concerns and/or requests for services, prepares and refers work orders accordingly.
• Is responsible for managing the department's filing system.
• Maintains calendar of department activities/events.
• Responsible for maintaining data needed for preparation of monthly reports (Building Inspections, Planning, and Code Enforcement) in Excel format.
• Prepares all travel arrangements and reimbursements.
• Coordinates and attends Board Meetings; transcribes minutes.
• Assists with the preparation of Planning Commission, Board of Adjustments and Appeals, and City Commission Agenda Items.
• Will perform other related duties as required.

EQUIPMENT/MATERIAL:

General office equipment such as computer, copier, scanner, telephone, fax, binding machine, calculator, and department specialized supplies, equipment and software (i.e. Microsoft Word, Excel, Power Point, Outlook and specialized departmental software).

WORK CONDITIONS/PHYSICAL DEMANDS:

Employee works under standard working conditions with little hazard to health or body and adequate lighting, heating, ventilation, etc. Job generally requires little or no physical effort, little movement and infrequent lifting items weighing 5-15 lbs. Occasionally, employee may lift heavier items.

EDUCATION/SKILLS REQUIRED:

Requires a High School Diploma with a minimum of five (5) years of secretarial experience. Must be proficient in Microsoft Word and Excel and able to accurately type a minimum of 50 words per minute. Ability to operate a variety of offices machines, follow complex oral and written instructions, compose correspondence, excellent knowledge of correct English usage, spelling, and grammar. Must be able to communicate clearly and effectively with the public, other city employees, and elected officials. Ability to meet deadlines and work under pressure and must have a valid Texas Driver's License (Class C). Must be bilingual English/Spanish.

Note: The above duties describe the chief functions of the job and are not to be considered a detailed description of every duty of the job