Job Title: Administrative Assistant to the City Manager

Summary

Under direction, to provide varied, complex and confidential secretarial support to the City manager and Council, to perform a variety of complex office administration, and may supervise clerical staff in the department.

Distinguishing characteristics:

This class is distinguished from other positions in the City's Administrative Assistant series in that the nature, diversity and scope of responsibilities originating from this management level require the frequent use of discretion, initiative, and independent judgement. Responsibilities include regular contact with other officials from other governmental and private organizations, members of the City Council, and all levels of City personnel to exchange information and explain administrative policies and procedures.

Essential duties and responsibilities include the following. Other duties may be assigned.

• Receives and screens visitors and phone calls including other governmental officials, City Council members, the public and representatives of business and industry.
• Provides information requiring the interpretation of policies and procedures, independently evaluates and responds to routine matters, and takes messages or refers the caller to the appropriate person.
• Schedules meetings and appointments, and maintains the City Manager's calendar.
• Researches and compiles a variety of informational materials.
• Reads, prioritizes and screens mail for the City Manager, Mayor, and Council, routes to other departments for handling, and/or attaches pertinent back up materials.
• Handles a wide variety of office administrative tasks such as processing claims for expenditures, maintaining time sheets, and related items.
• Types a wide variety of drafts and finished documents, including confidential materials from taped dictation, brief instructions, or written materials, and independently composes correspondence and related materials.
• Takes and transcribes stenographic dictation.
• Plans, schedules, assigns, reviews and monitors the work of support staff.
• May be required to supervise employees, including participation in the hiring process, performance evaluations, documenting and counseling of employees, and making recommendations for discipline and/or merit salary increases.
• Establishes categories and Systems, and oversees maintenance of departmental files and records.
• Coordinates and oversees preparation and distribution of a variety of documents.
• Follows up on projects, transmits information and keeps informed of department activities, including tickler files.
• Makes travel arrangements and coordinates facilities, food and supplies for meetings and conferences.
• Performs related duties as required.