CITY OF SHORELINE ADMINISTRATIVE ASSISTANT I
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.
DEFINITION To perform routine technical and clerical duties for an assigned department; to provide receptionist services for an assigned department; and to provide customer service for internal and external customers. DISTINGUISHING CHARACTERISTICS This is the entry level class in the Administrative Assistant series. This class is distinguished from the Administrative Assistant II by the performance of the more routine tasks and duties assigned to positions within the series. SUPERVISION RECEIVED AND EXERCISED Receives immediate supervision from higher level supervisory or management staff. ESSENTIAL AND MARGINAL FUNCTION STATEMENTS Essential and other important responsibilities and duties may include, but are not limited to, the following: Essential Functions: 1. Answer the telephone and route calls to appropriate personnel; provide detailed information on departmental and City policies, procedures and programs. 2. Generate a variety of correspondence, letters, forms and documents; prepare documentation in compliance with established procedures. Create, edit and proofread various letters, forms and reports. Provide customer assistance to both internal and external customers; explain programs, activities, policies and procedures within scope of authority. Assist the public both over the telephone and in person; register participants for programs; schedule facilities; issue standard and routine licenses and permits; and send out employment applications. Establish record keeping systems; maintain accurate and up-to-date files and records for assigned areas. Operate a variety of office equipment including copiers, typewriters, calculators, fax machines and computers. Enter accurate data into computer; update, modify and correct information as needed; maintain computerized records, files and reports. Maintain calendars and schedules for assigned staff; arrange for meetings and appointments; coordinate meeting arrangements and participants. Receive, receipt and record fees received from registrations for programs, classes and activities. Gather and summarize numerical, statistical and narrative data. Produce weekly reports regarding assigned programs and related revenue.
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Receive, sort and distribute incoming and outgoing mail.
Marginal Functions: 1. Assist with special projects as assigned. 2. Perform a variety of duties to assist in the recruitment of personnel including advertising job openings, arranging candidate interviews and preparing, updating and distributing employee orientation binders. Perform related duties and responsibilities as required.
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QUALIFICATIONS Knowledge of: Modern office procedures, methods and equipment including computers. Applicable software programs. Current standards of data storage and retrieval systems. Basic methods and techniques of customer service. Principles of business letter writing and basic report preparation. Telephone techniques and etiquette. Principles and procedures of record keeping. Basic methods and techniques of research. English usage, spelling, grammar and punctuation. Ability to: Prepare a variety of reports and correspondence. Provide customer service to external and internal customers. Respond to requests and inquiries from the general public and provide detailed information within area of assignment. Maintain accurate records, reports and files. Operate office equipment including computers and supporting word processing, spreadsheet and database applications. Type and/or enter data on a computer at a speed necessary for successful job performance. Learn to correctly interpret and apply City policies and procedures. Perform general clerical work including maintaining files and compiling information for reports. Understand and follow oral and written instructions. Communicate clearly and concisely, both orally and in writing. Establish and maintain effective working relationships with those contacted in the course of work. Maintain physical condition appropriate to the performance of assigned duties and responsibilities. Experience and Training Guidelines Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: Experience: Two years of secretarial experience. Training: Equivalent to the completion of the twelfth grade. WORKING CONDITIONS Environmental Conditions: Office environment; exposure to computer screens; work with computer and office equipment; extensive public contact.
Physical Conditions: Essential and marginal functions may require maintaining physical condition necessary for sitting, standing or walking for prolonged periods of time; moderate or light lifting; extensive use of computer keyboard; near visual acuity for performing data entry on a computer.
Note: 1. Any combination of education and experience may be substituted, so long as it provides the desired skills, knowledge and abilities to perform the essential functions of the job. All requirements are subject to possible modification to reasonably accommodate individuals with disabilities. However, some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. While requirements may be representative of minimum levels of knowledge, skills and abilities to perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each duty proficiently. This job description in no way implies that these are the only duties to be performed. Employees occupying the position will be required to follow any other job-related instructions and to perform any other job related duties requested by their supervisor.
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I have read and understand this class description.
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