Job Description

Posting number: 26-27-00161

Department: Office of Administration

Division: Dir of Administration

Job classification: Administrative Assistant - Office of Administration

Posting type: Open or Regular

Categories: Administrative Assistant

Summary

Under the general direction of the Director of Administration or designee, performs advanced administrative, clerical, and confidential support functions for the Office of Administration. Coordinates administrative activities, manages office operations, serves as a liaison with departments, elected officials, employees, and the public, and assists with budget administration, personnel-related processes, and special projects. Exercises independent judgment in handling confidential and sensitive matters and performs related work as required.

Examples of duties

• Provides comprehensive administrative support to the Director of Administration and senior management staff.
• Manages the Director’s calendar, schedules meetings, appointments, conferences, and special events, and coordinates meeting logistics.
• Serves as the primary point of contact for internal and external communications directed to the Office of Administration.
• Drafts, prepares, edits, and proofreads correspondence, reports, presentations, policies, memoranda, agendas, and other documents, including confidential and sensitive materials.
• Screens, prioritizes, and routes incoming correspondence, phone calls, emails, and requests for information.
• Coordinates and assists with special projects, departmental initiatives, and administrative assignments.
• Maintains confidential personnel, administrative, and departmental records in accordance with established policies and legal requirements.
• Assists with the preparation, monitoring, and administration of departmental budgets, including tracking expenditures, processing invoices, and maintaining financial records.
• Prepares purchase requisitions, payment requests, and related financial documentation.
• Assists in gathering, compiling, and analyzing information for reports, budget presentations, and operational reviews.
• Coordinates department meetings, prepares agendas and meeting materials, records meeting notes, and follows up on assigned action items.
• Maintains office filing systems, both electronic and physical, ensuring accuracy, organization, and compliance with records retention requirements.
• Assists with personnel-related administrative processes, including recruitment support, onboarding coordination, and employee communications.
• Prepares and maintains reports and records required for local, state, and federal reporting purposes.
• Coordinates travel arrangements, training registrations, conference attendance, and related administrative activities.
• Maintains office supply inventories and coordinates procurement of supplies and equipment.
• Responds to inquiries from employees, departments, vendors, and the public regarding administrative policies, procedures, and services.
• Collaborates with departments throughout the organization to support operational initiatives and administrative functions.
• Performs related duties as assigned.

Qualifications

• Thorough knowledge of modern office administration practices, procedures, and equipment.
• Knowledge of municipal government operations and administrative functions.
• Knowledge of budget preparation, expenditure tracking, and basic accounting principles.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
• Ability to independently organize, prioritize, and manage multiple assignments and deadlines.
• Ability to prepare professional correspondence, reports, presentations, and other written materials.
• Ability to analyze administrative issues and recommend effective solutions.
• Ability to establish and maintain effective working relationships with employees, department heads, elected officials, vendors, and the public.
• Strong customer service and interpersonal skills.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, PowerPoint, and related software applications.
• Ability to communicate effectively, both orally and in writing.
• Ability to coordinate projects and administrative activities involving multiple departments and stakeholders.

Supplemental information

Graduation from an accredited college or university with an Associate’s Degree in Business Administration, Public Administration, Office Management, or a closely related field and four (4) years of progressively responsible administrative support experience, preferably in a governmental or public-sector environment; or an equivalent combination of education, training, and experience sufficient to demonstrate possession of the required knowledge, skills, and abilities.

PREFERRED QUALIFICATIONS

• Bachelor’s degree in public administration, Business Administration, or a related field.
• Experience supporting executive-level management.
• Experience in municipal government administration, budget administration, or human resources support functions.

Scope of the Examination:

The examination process will consist of two components, each weighted equally. The Training and Experience (T&E) Evaluation (50%) will assess candidates’ relevant knowledge, skills, and abilities based on their education, training, and professional experience. The Computer Assessment (50%) will evaluate candidates’ technical skills and abilities.

Final examination scores will be determined by combining the results of both components, with each component accounting for 50% of the total score.