POSITION DESCRIPTION (SEPTEMBER 2005) 1. POSITION TITLE ADMINISTRATION ASSISTANT 2. LEVEL 2/3 3. DEPARTMENT/ Administration Services/Administration and SECTION Community Services 4. POSITION OBJECTIVES 4.1 Purpose of Position Provide administrative and secretarial support to the Manager Administration Services to ensure that the administrative functions of the organisation are managed efficiently and in compliance with statutory requirements. Position Description Administration Assistant Page 2 5. RESPONSIBILITIES OF ALL EMPLOYEES OF THE CITY IN RELATION TO SUPPORTING THE CORPORATE VALUES. Customer Service Provide an enthusiastic and positive high level of service to all internal and external customers. Safety Perform work in a safe and healthy manner and abide by Council and legislative safe work practices and procedures, instructions and safety management practices. Money Ensure accountability and responsibility for Council s resources including best value for dollar and care for Council equipment. Organisational Remain conscious of and responsible for Wellbeing your own impact on your work environment and those around you. Ensure you abide by Council's Human Resources policies and practices. Continuous Identify and implement any opportunity for Improvement improvement to systems, processes and work practices. All employees of the City are required to demonstrate a willingness to be flexible and fit into a variety of roles to meet the requirements of the organisation. Position Description Administration Assistant Page 3 6. KEY DUTIES/RESPONSIBILITIES OF THE POSITION (This outlines the general duties and responsibilities of the position but is not all encompassing) Assist the Manager Administration Services with the day to day functions of the Administration and Community Services Division. Provide administrative, research and secretarial support to the Manager Administration Services. Carry out and assist officers in the preparation and presentation of work associated with various special projects as directed by the Manager Administration Services. Provide administrative support to the Security Watch Program and Advisory Committee. Coordinate the compilation of the official Council minutes. Act in the position of Secretarial Assistant as required. Prepare and amend relevant policies and procedures as recommended by Council. Assist with the Local Government Election process. Participate in the coordination of the City s tendering and quotation processes. Respond to administration enquiries from the public on the telephone or at the counter. Provide support to the Receptionist and Records Section as required. Assist with the ordering of office equipment for the Administrative and Councillors areas. Provide customer service at the reception counter being the initial point of contact to provide information and advice to the general public on administration matters. Provide assistance in administering the telephone network and internal security of the Administration Centre. Actively participate in the review and maintenance of the Community Directory and produce quarterly security newsletter. Website update of security and policy sections. Position Description Administration Assistant Page 4 7. ORGANISATIONAL RELATIONSHIPS This position reports to: Manager Administration Services 8. INTERNAL AND EXTERNAL LIAISON Councillors Chief Executive Officer Directors All interdepartmental staff Other Councils Government Departments Office Equipment Suppliers Newspapers General Public Western Australian Municipal Association 9. SELECTION CRITERIA (The following criteria are considered essential for the full functioning of the position) Developed word processing skills and experience. Good written and verbal communication skills. Time management and organisational skills. Excellent public relations and interpersonal skills. Knowledge of administration and secretarial procedures. Administrative and research skills. Position Description Administration Assistant Page 5 (The following criteria are considered desirable for the effective functioning of the position) Previous experience in a multi functional office environment. Previous experience in Local Government. Switchboard skills.