Administrative Assistant (Open until filled)

Description

Job Summary:

Performs a variety of routine and non routine administrative and clerical work of limited complexity and moderate complexity, which follows well established procedures which require judgment in their execution. The work requires considerable initiative.

Essential Functions:

• Acting as a receptionist, providing a variety of information to the general public either face-to-face or over a telephone; compiling information and preparing routine or standardized reports, letters, and memos; entering data or information into a personal computer (PC) in order to maintain and update records;
• Routes information to various divisions within the department for required information and verification;
• Reproducing documents/materials on copy equipment;
• Preparing file folders for records systems; sorting and filing material alphabetically, numerically, and/or by other predetermined categories and retrieving filed material;
• Sorting and distributing mail to staff;
• Collating materials and running errands;
• Assisting with set up for special events;
• May check the work of others for accuracy and may assist in the training of others;
• May also be responsible for relieving supervisors or administrative employees of routine administrative work;
• Uses word processing software to produce documents, maintains records to provide accurate documentation of work performed or information that can be easily retrieved, creating and maintaining complex filing systems or databases with a variety of subject matter to provide easy access to records and information, and communicating information to the public to relate departmental policies and procedures using reference materials or personal knowledge;
• Composes correspondence on routine matters; proof reading and editing documents; maintaining inventories and requisitioning office supplies;
• Prepares and codes invoices for payment, prepares purchase orders;
• Maintains/coordinates calendars and making meeting, facility, and travel arrangements; compiling information for special projects; and collecting and assembling data and background materials for a variety of reports;
• Uses database and spreadsheet programs to produce summary reports, and print tables of numerical information;
• Producing a typed document, taking, preparing, and distributing minutes, agendas, packets and other support materials;
• Schedules and attends meetings and schedules facilities;
• May balance a cash drawer, collect fees and prepare bank deposit;
• Other duties as assigned;
• Display courteous, civil, and respectful behavior to all persons and shall make every effort to meet the needs of citizens requesting assistance;
• Refrain from the use of abusive, indecent or profane language or gestures in the workplace, in the performance of duties or in the presence of a member of the public;
• Perform duties in a manner that is fair, impartial, and without prejudice toward any person or group;
• Refrain from arguing unnecessarily with any person or otherwise showing a lack of self-control, ridicule, or defame any employee, elected official or any other person or any agency of the City of Columbia;
• Display responsibility for attendance and promptness and report to the work area on time.

Secondary Functions:

Performs other related duties as required.

Supervisory Functions:

None.

Requirements

Please note: the minimum qualifications stated below are a guide for determining the education, training, experience, special skills, and/or license which may be required for employment in the class. These are re-evaluated each time the position is opened for recruitment. Please refer to the most recent Job Announcement for updated minimum qualifications.

Minimum Qualifications:

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Knowledge, Skills:

• Knowledge of business English, spelling and arithmetic;
• Knowledge of modern office practices, procedures, and equipment;
• Knowledge of departmental policies, procedures, and regulations;
• Knowledge of record keeping and bookkeeping practices;
• Knowledge of accounting in the public sector;
• Knowledge of computer and computer application software that at a minimum include Microsoft Office Suite products including Word and Excel.

Ability:

• Ability to deal with co-workers and the general public tactfully and courteously;
• Ability to respond appropriately to public inquiries and present a positive public image;
• Ability to take initiative and work independently;
• Ability to organize and provide assistance and work at special events;
• Ability to establish and maintain effective working relationship with management, other City employees, and the general public;
• Ability to maintain confidential information;
• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume;
• Ability to apply concepts of basic algebra and geometry;
• Ability to apply concepts of basic algebra and geometry;
• Ability to speak clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; participates in meetings;
• Ability to write clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively; able to read and interpret written information;
• Ability to follow instructions, responds to management direction; completes tasks on time or notifies appropriate person with an alternate plan;
• Ability to meet scheduling and attendance requirements.

Certifications, Licenses, Registrations:

None.

Preferred Education:

• Associate's degree (A.A.) or equivalent from two year-college or technical school; or one year to two years related experience and/or training; or equivalent combination of education and experience.
• Associate's degree (A.A.) or equivalent from two year-college or technical school; or two to three years related experience and/or training; or equivalent combination of education and experience.

Physical Conditions:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit and use hands to finger, handle, or feel. The employee is occasionally required to stand; walk; reach with hands and arms. Specific vision abilities required by this job include close vision, color vision, depth perception and ability to adjust focus.

Working Conditions:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.