2L10

PAY RANGE: EP13A

ADMINISTRATIVE ASSISTANT – NON-CONFIDENTIAL

GENERAL DEFINITION

          This is administrative staff work performing a variety of assignments of a non-confidential nature for a division manager or higher.  An employee in this class serves in a liaison capacity between the manager and other staff and officials.  Work includes composing a wide variety of correspondence and reports, performing research, and developing and recommending work standards and procedures.  Work may also include providing direction to a small clerical or administrative support staff.  Assignments require familiarity with the functions of the agency in which the position is employed.  Work is performed under the supervision of a manager or administrator. 

ALLOCATING FACTORS:    (The following conditions must be met for a position to be approved for this class.)

1. Only one Administrative Assistant position will be allocated to a division manager.
2. Positions in this class must report to second-level (or above) supervisors working in a managerial capacity.
3. Employees in this class must perform a variety of administrative duties of a non-repetitive and non-confidential nature.

TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)

Assists managers in the fulfillment of their tasks; completes administrative details as assigned; may provide direction to clerical or administrative staff as required to perform administrative processes; assists in the preparation of budget estimates and other fiscal and statistical reports; conducts research on a variety of topics; gathers information for presentation to superior; prepares synopses of information; recommends course of action.

Investigates specific administrative problems highlighted by staff, the public and other interested parties; reviews literature and obtains information on current practices related to job assignments; submits such information with possible solutions in either oral or written reports.

Studies and analyzes limited areas of operational procedures and the related use of personnel and equipment; evaluates efficiency of current operations and makes recommendations concerning their modification and improvement; prepares detailed reports of findings and recommendations; maintains records and files of reports and studies for use by a superior.

Serves in a liaison capacity with other departmental managers, subordinate office staff and extra-agency contacts; responds to queries directed to superior; routes mail and superior's instructions to appropriate parties; prepares written correspondence under own or superior's signature; establishes cooperative working relationships with other departments, agencies, vendors as required.

Performs related work as required.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

KNOWLEDGE OF:

• policies and practices in such areas as operation budgeting, organization, staffing, and procurement as required by departmental assignment.
• organization and operations of City departments.
• report writing.
• business English and spelling.
• business arithmetic.
• research methods and data analysis.
• sources of information, methods, and techniques used in administrative research.
• interactive computer terminal entry and retrieval procedures.
• the uses and capacities of word processing and spreadsheet software programs such as Microsoft Word and Excel.

SKILL IN:

· communicating ideas clearly and concisely

· representing supervisor's interests to other staff.

ABILITY TO:

• learn departmental functions, operations and organizations, especially as they apply to the function assigned.
• interpret a variety of narrative and statistical reports.
• make judgmental decisions where several courses of action are presented.
• understand and follow written and oral instructions.
• carry out assignments requiring the organization of material and development of procedures.
• present ideas effectively, both orally and in writing.
• establish and maintain effective working relationships with representatives of community groups and civic organizations, departmental and central agency officials, and the general public.
• conduct studies and analyses to develop sound operational procedures.
• use a computer or terminal keyboard for data entry and retrieval of word processing and spreadsheet tasks.

MINIMUM ACCEPTABLE TRAINING AND EXPERIENCE (The following statement represents the minimum training and experience standards which will be used to admit or reject applicants for tests.  Applications submitted by candidates for this class will be reviewed based on training and experience requirements as approved on 9/11.)

EDUCATION:

          Education equivalent to completion of the twelfth school grade.

AND

SPECIFIC EXPERIENCE:

Five years of advanced level clerical or administrative experience at or above pay range 11 or EP 7.

OR

Any equivalent combination of education and experience determined to be acceptable by the Office of Human Resources that has included the specific experience described above.

NOTE:          An Associate's Degree in Business Administration or related field may be substituted for two years of experience.

PHYSICAL AND MEDICAL REQUIREMENTS

Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.

Class Established: CSC - 12/52; Ad. Board - 1/53

Spec. Revision: CSC - 9/10; Ad. Board - 10/10

Latest Spec. Revision: CSC - 7/11; Ad. Board - 9/11

Change in pay rate: Csc – 12/23; Ad. Board – 1/24

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