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About the Role
GENERAL SUMMARY
Provides administrative support to the daily operations of assigned division. Performs a wide variety of clerical duties. Interacts with employees and vendors when answering questions, obtaining information or coordinating department programs/projects. Assists management with human resources and budgetary responsibilities.
ESSENTIAL DUTIES & RESPONSIBILITIES
The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by incumbents of this job. Incumbents may be requested to perform job-related tasks other than those specifically presented in this description.
Provides administrative support to the daily operations of assigned department. Performs a wide variety of clerical and word processing duties such as heavy telephone and over the counter interaction with external and internal parties, processing paperwork and entering data into various databases.
Responds to requests for information from supervisory staff, employees, or general public. Answers questions related to the department’s activities, programs, policies, and procedures. Conducts follow-up research to retrieve answers and supporting information.
Performs various fiscal activities including, monitoring and submitting requisitions for supplies and materials, initiating purchase orders. Makes travel and training arrangements.
Serves as liaison between division/department and external suppliers and vendors. Coordinates department activities with suppliers/vendors. Monitors contracts to ensure timely completion and accurate payment schedules.
Provides payroll and staffing support to assigned division. Compiles, calculates, maintains and reviews division payroll. Verifies time sheets, investigates questionable data and processes payroll. Initiates and tracks new hire process.
Participates in the annual budget development process by gathering data, compiling information, monitoring expenditures according to budget guidelines and ensuring adherence to department budget.
Participates in special projects as assigned.
Serves as backup for various staff positions in their absence. May assist in employee supervision, training and performance evaluation.
Performs other duties as required.
Adheres to assigned work schedule as outlined in the Department and City attendance policies and procedures; ensures all behaviors comply with the Personnel Rules and Regulations.
SKILLS AND EXPERIENCE
Data entry and filing.
Modern office systems and procedures.
Analytical thinking.
Problem solving.
Planning and organization.
Time management.
Communicate clearly and effectively, both orally and in writing.
Maintain confidentiality.
Pay attention to detail.
Read, interpret and analyze complex reports.
Research and gather data on complex issues.
Provide quality customer service.
MINIMUM JOB REQUIREMENTS
Associate’s degree from an accredited college with major course work in Business
Management, Public Administration, Business Administration or related field and four years of
clerical and administrative experience.