Job Description

Posting number: 02097

Department: Building Services

Job classification: Administrative Assistant

Posting type: Promotional

Categories: Administration, Clerical & Data Entry

Summary

Provides a variety of administrative/clerical duties for designated department. Serves as primary initial contact for the public and department employees. 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.

Examples of duties

Job Duties & Responsibilities

• Serves as primary initial contact for assigned department.
• 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.
• Maintains calendars and coordinates and schedules meetings as directed.
• Prepares correspondences, reports, lists, and other documents as instructed and requested by other designated office personnel.
• Performs data entry in assigned software programs.
• Coordinates and transcribes minutes for staff and various meetings. Organizes and manages multiple filing systems.
• Copies, packages, and distributes a variety of written materials as requested by other designated office personnel.
• Gathers, assembles, updates, distributes, and/or files a variety of information, forms, records, and data.
• Requisitions supplies and materials for the department as requested in accordance to Purchasing Services regulations.
• Receives and processes receipts and invoices.
• Processes and distributes mail.
• Performs related work as required.

Qualifications

Required Education and Experience

• Associates degree in a related field and
• One (1) to three (3) years’ experience of clerical or administrative experience or
• An equivalent combination of education and/or experience
• Excellent written and verbal communication skills
• Proficiency with Microsoft Office
• Ability to work collaboratively with a diverse population

Supplemental information

Work Schedule

Monday - Friday 8:00am to 5:00pm