City of Buena Park Buena Park, CA, USA
Mar 04, 2019Full Time
THE POSITION Under administrative direction, performs a broad range of varied and difficult administrative, technical, and secretarial functions in support of a department director or manager; conducts independent research, prepares department agendas, supports commissions, interfaces with officials, and prepares and reviews records and reports for comprehension and accuracy; provides technical direction or supervision to clerical and administrative support staff; and does related work as required. DISTINGUISHING CHARACTERISTICS The Senior Administrative Assistant is distinguished from the Administrative Assistant by its direct support of a department director or city official, its extensive interpersonal contacts, and the ability to independently coordinate departmental meetings, research, and administrative support. This position may provide technical direction to other Administrative Assistants and clerical support staff, and perform assignments that are more complex, specialized or confidential, and require greater knowledge of departmental and city policies, practices, and procedures. ESSENTIAL FUNCTIONS The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the class. Coordinates communications involving the department director and city officials; compiles, reviews, and updates information to be included with departmental reports and budget documents. Schedules appointments and meetings, and arranges travel for department heads and key members of staff at executive management meetings, conferences, workshops, and other functions involving civic organizations and professional associations. Acts as staff liaison to City Council and/or City Commission; foundations, and/or one or more committees by preparing agendas, taking minutes, researching items, and compiling, submitting and relaying presentational materials, while assuring that public noticing requirements have been fulfilled. Screens visitors, callers, and other communications on behalf of department director and city officials; refers parties to appropriate personnel; responds to complaints; explains and interprets policies and procedures, and follows up on the status of outstanding service requests, complaints, and queries. Compiles budgetary data and tracks account expenditures to inform the department director, managers, or city officials regarding the status of particular actions; researches specifications and may purchase office supplies by working with vendors, and contractors, and arrange for repairs of office equipment. Prepares, proofreads, and edits correspondence, staff and agenda reports, draft ordinances and resolutions, minutes, activity reports, audit documents, grant reports, and legislative and/or statutory correspondence. Conducts surveys as part of special projects and replies to requests for data; researches city and departmental records; prepares tables and exhibits; explains policies and practices; draws conclusions and recommends actions. Initiates or reviews status of personnel action changes, performance evaluations and submits payroll actions, either directly or on behalf of lower-level administrative support staff. Creates fliers, public announcements, website collateral, legal statements, promotional information, and coordinates special events; assures that information is properly updated on designated city websites. Interacts with city officials to confirm meeting dates, times, and outcomes of administrative actions and discussions. Organizes trains, supervises, and evaluates office support personnel, as assigned. Determines the basis for organizing department records and archives, and considers how information will be retrieved, validated, and used in departmental operations. Compiles and verifies information in departmental timesheets, accrued time-off records, payroll rate adjustments, and personal information change requests. Administers contracts and requisitions for professional services, products, and a variety of other materials; oversees payments of invoices and claims. May act as Notary Public in the position assignment. QUALIFICATIONS GUIDELINES Knowledge of: City and departmental policies, programs, procedures and protocols; Municipal Codes and ordinances related to department and city operations; program administration practices; research methods; office administration practices; correct English usage, spelling, grammar, and punctuation; roles of an elected City Council, City Manager, department director, and appointed boards and commissions; rules and procedures governing public notices and conduct of public meetings; word processing, spreadsheet, and specialized software programs; record keeping, filing, purchasing, accounting, and Human Resources practices and procedures; effective customer service techniques; effective leadership and supervisory principles and techniques. Ability to: Operate computer equipment and use word processing, spreadsheet, graphics, and specialized software programs; type at the net rate of 55 words per minute or higher; plan, organize and prioritize assignments and special projects to meet deadlines; take and review minutes and provide administrative support to City Council, department director, and/or assigned commissions or committees; coordinate, supervise, and evaluate the work of administrative staff; communicate effectively, both orally and in writing; maintain confidentiality of sensitive information and records; prepare clear, accurate, and concise records, correspondence, and reports; establish and maintain effective working relationships with staff, management, vendors, contractors, consultants, public and private representatives, and others encountered in the course of work; exercise tact and diplomacy in potential conflict situations. PHYSICAL AND MENTAL DEMANDS The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Physical Demands While performing the duties of this class, the employee is constantly required to sit, and occasionally to stand and walk. The employee must be able to talk, hear, use hands to finger, handle, feel or operate computer hardware and standard office equipment; and reach above and below shoulder level with hands and arms. The employee occasionally lifts and carries records and documents weighing more than 20 pounds. Specific vision abilities required by this class include close vision and the ability to adjust focus. Mental Demands While performing the duties of this class, employees are regularly required to use written and oral communication skills; read and interpret data; use math and mathematical reasoning; analyze and solve problems; learn and apply new information; perform highly detailed work on multiple, concurrent tasks; meet intensive and changing deadlines and interact with city officials, city staff, management, contractors, vendors, consultants, public and private representatives, the general public, and others, including potential conflict situations. WORK ENVIRONMENT Employees in this class generally work under typical office conditions, and the noise level is usually quiet, at or below 85 decibels levels.