Job Title: Senior Administrative Assistant (Confidential)

SUMMARY

Under general supervision, perform a variety of responsible administrative duties in support of a department director; perform operational functions assigned; receive and respond to questions and inquiries from the public, other City departments and outside agencies; and assist with a variety of special projects.

DISTINGUISHING CHARACTERISTICS:

This is the advanced journey level of the Administrative Assistant series. This class is distinguished from the Administrative Assistant II in that incumbents provide office administrative and secretarial support to a Department Head. The position requires knowledge of both unit processes and procedures, and the director's approach to specific issues. General guidelines for approach may or may not be established by the department head. Day-to-day activities are left to the initiative and independent judgment of the incumbents.

Some positions in this class may be designated “confidential” in nature based on routinely handling confidential documents and issues. Positions designated as confidential are included in the confidential bargaining unit, and are excluded from the bargaining unit which includes positions allocated to the regular class.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Perform a wide variety of highly responsible, complex and sensitive duties in support of the administration of a department and/or specific functional area.
• Receive and respond to calls and visitors with tact and diplomacy; research and respond to requests for sensitive information and assistance; resolve citizen concerns and complaints.
• Maintain liaison between department director and department staff, other City staff, officials and staff of other agencies, and the public, to obtain and relay information and coordinate activities.
• Develop, coordinate, and implement program activities of a technical area of assignment related to department activities; prepare technical documents related to program activities.
• Respond to requests for documentation related to assigned area of responsibility; explain and interpret assignment area policies and procedures to internal or external customers.
• Perform technical duties related to area of assignment including interpreting, analyzing, and determining compliance or acceptance of information and materials; prepare reports to document results of duties performed.
• Assist professional staff in performing and conducting studies, special projects, administrative and technical functions; perform data collection and analysis; prepare draft reports and technical documents.
• Maintain a variety of databases for tracking operational, financial and statistical information; generate reports.
• Represent the department at staff and administrative meetings, committees, and related meetings.
• Interpret and apply City policies, procedures, and administrative directives, and communicate laws and regulations in response to inquiries or complaints; refer inquiries as appropriate.