Administrative Assistant II - Planning (Open Positions: 1)

Grade 13

A Key component of this position is preparing agenda packages for the Zoning Board of Adjustment (ZBA) and transcribing meeting minutes.

General Statement of Duties

Performs a variety of general office clerical and administrative support duties for a Division Head within a municipal Department; performs directly related work as required.

Examples of Essential Work

• Performs confidential secretarial duties for a Division Head, including assuming direction or oversight over other Division personnel in distributing directives and monitoring programmatic activities;
• Prepares correspondences, reports, lists and other documents as instructed and requested by designated office personnel;
• Interprets and applies Departmental or office rules, policies and regulations in accordance with prescribed procedures and guidelines;
• Transcribes or prepares letters, minutes, reports, statements, grant applications, specifications, contracts, memoranda, notices, resolutions, budgets, financial and statistical tables, requisitions and other related materials, including confidential correspondences and reports;
• Prepares special reports as requested;
• Copies, packages and distributes a variety of written materials as requested by other designated office personnel;
• Answers Department telephone calls, receives and greets visitors to the Department and provides information to or refers callers and visitors to other appropriate Departments or City personnel;
• Gathers, assembles, updates, distributes and/or files a variety of information, forms, records and data as requested using traditional filing systems or databases as necessary;
• Processes accounts payable, accounts receivable and/or payroll as necessary;
• Screens visitors, telephone calls, faxes, mail and messages directed to office personnel;
• Listens to and directs comments and complaints from the public relating to Department operations and takes appropriate action to resolve and refer such complaints;
• Requisitions supplies and materials for the department as requested;
• Opens and distributes mail throughout the Department;
• Oversees petty cash accounts;
• Provides needed information and demonstrations concerning how to perform certain work tasks to new employees in the same or similar class of positions; and more.

Acceptable Experience and Training

• Graduation from High School or possession of a GED, preferably supplemented by additional training in office management; and
• Considerable experience in general office operations; or
• Any equivalent combination of experience and training which provides the knowledge, skills and abilities necessary to perform the work.

Required Special Qualifications

• None.