Petri Dish

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ADMINISTRATIVE ASSISTANT

August 2022

GENERAL PURPOSE Under moderate supervision, performs receptionist, clerical, customer service and records management duties; types, processes, distributes and files documents; and performs related duties as assigned. DISTINGUISHING CHARACTERISTICS The Office Assistant is the first classification level in the administrative support series. The Office Assistant receives greater supervision and requires less specialized knowledge of departmental policies, accounting standards, customer service practices, and data support functions than higher level classes in this series. ESSENTIAL DUTIES AND RESPONSIBILITIES 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 this class. 1. Types, formats, edits, proofreads and prints reports, correspondence, memoranda, agreements statistical charts, forms and other documents; types from rough notes, drafts, and oral instructions; edits and revises materials on diskette; prepares routine correspondence; organizes, maintains and updates databases of records, lists and projects; creates standard statistical spreadsheets; may scan, index, and archive records. 2. Collects data, compiles required information and types standard agreements and contracts, amendments, task orders and related documents for approval, signature and execution; maintains and updates standard contract and agreement master files and consultant or vendor index listings. 3. Retrieves, duplicates and distributes copies of reports, records, maps, drawings and documents; creates and maintains chronological files; maintains up-to-date file listings, indexes and cross-references; logs out documents and follows up to ensure the return and refiles original drawings, files and other materials. 4. Answers, screens and refers visitors and telephone calls; researches requests from other City employees or the public; responds to questions and complaints or refers questions and complaints to other appropriate staff and departments. 5. Provides receptionist and clerical support for managers, supervisors and staff; makes meeting arrangements. 6. Opens, routes and distributes office mail; sends and receives faxes; routes documents for required signatures; copies, sorts and distributes documents. 7. Trouble-shoots and performs minor maintenance on duplicating equipment; requests repair of equipment by outside vendors; and submits requisitions for office supplies. 8. Provides backup for other department or division office administrative support staff; may prepare, check and input payroll records for division or department; may assist with the preparation, tracking and updating of budgetary data. 9. May maintain logs and issues drawing numbers for engineering and construction projects; enters project data into the tracking system, including types of services, title data, coordinates, and related information; types legal descriptions and drafts correspondence, transmittals and forms associated with projects; maintains logs and checks out and refiles original maps and drawings; copies maps and drawings on request; responds to two-way radio calls requesting information. 10. May input prescribed data into various online systems, including workload projections, work orders, construction orders, vehicle inventory and repair, equipment and facilities inventory, and other specialized information; enters data and information in various databases and computer systems. 11. May verify inventory control numbers on requisitions; inputs data on inventory items and appropriate account numbers for materials issued; inputs data on purchases received and other adjustments to inventory records; verifies the accuracy of receiving documents and invoices; generates monthly statistical reports and graphs; researches billings and invoice discrepancies. 12. May operate a two-way radio to relay information and work orders to field crews. QUALIFICATIONS GUIDELINES Knowledge of: Office administration practices and procedures; correct English usage, including spelling, grammar and punctuation; City organization, functions and procedures applicable to assigned areas of responsibility; records management, record keeping, filing and basic purchasing procedures; basic practices and terminology used in department or division. Ability to: Operate a computer terminal and/or computer using word processing, spreadsheet, database and other business software; operate other standard office equipment; type accurately at a speed necessary to meet the requirements of the position; organize work; read basic documents; organize and maintain office and specialized files; communicate clearly and effectively orally and in writing; understand and follow written and oral instructions; enter and prepare clear and accurate data for records and reports; establish and maintain effective working relationships with City managers, staff, the public and others encountered in the course of work. Education/Training/Experience: A typical way of obtaining the knowledge, skills and abilities outlined above is graduation from high school or G.E.D. equivalent and one year of increasingly responsible office administrative support or secretarial experience; or an equivalent combination of training and experience. PHYSICAL/MENTAL DEMANDS AND WORK ENVIRONMENT 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, employees are frequently required to sit, stand and walk; talk or hear, in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment; and reach with hands and arms. Employees occasionally lift and move records and documents weighing up to 25 pounds. Specific vision abilities required by this job 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, information and documents; analyze and solve problems; observe and interpret situations; learn and apply new information or skills; perform highly detailed work on multiple, concurrent tasks; work under intensive deadlines; and interact with City managers, staff, customers, the public and others encountered in the course of work.