Bellevue, WA - Administrative Assistant
Sample Only
City of Bellevue: Administrative Assistant
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JOB TITLE:
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Administrative Assistant
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JOB FAMILY:
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Administrative
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JOB TITLE CODE:
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EEO CODE:
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Office/Clerical
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DEPARTMENT(S):
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Multiple
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WAGE SCHEDULE:
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G
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FLSA STATUS:
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Non-Exempt
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EFFECTIVE DATE:
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January 1, 2001
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JOB SUMMARY
This position is responsible for providing intermediate to advanced administrative
support wherein technical knowledge of the function is a prerequisite
and job duties are quasi-professional rather than clerical in nature. Incumbents
are proficient in nearly all aspects of the work, and may function in a "lead"
role with regard to ongoing work or special project- or team-oriented assignments.
The work has less to do with general office duties than with assisting in the
operation or administration of a specific function/system/program by relieving
professional staff of technical detail.
PC usage is frequent, and an incumbent must possess considerable knowledge
and experience in the application/operation of software programs that go beyond
basic word processing. Work may involve the development of moderately complex
PC spreadsheets, and presentation or graphic materials.
This classification excludes positions where the nature of the work is predominantly
secretarial, general office, accounting or production / processing.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Performs duties and responsibilities commensurate with assigned functional
area within a City department which may include, but are not limited to, any
combination of the following tasks:
Operates a PC to view, enter, edit, format, revise, print, process and distribute
information; plans, creates and produces a variety of written materials such
as forms, correspondence, manuals, contracts, agreements, articles, lists, invoices,
charts, matrices, reports, records, schedules, templates, models and other documents
of similar complexity.
Coordinates, documents and tracks pertinent data to meet the information and
reporting needs of the work unit; evaluates reporting/recordkeeping requirements
and recommends best means of tracking data; gathers data and calculates information
for the department; reviews variety of statistical information to identify trends,
and quantify results; reviews for compliance with applicable regulatory requirements.
Gathers and compiles data from a wide variety of sources; determines most
appropriate information source and researches records to locate specific information;
fills out forms according to established instructions.
Acts as a problem identification and resolution resource, answering questions,
providing guidance, troubleshooting and following up with customers in resolving
problems; may coordinate (or act as liaison) between functions/departments as
required to facilitate problem resolution.
Coordinates with others inside and outside the organization; combines (by
balancing activities, timing events and integrating functions) the efforts of
separate groups to accomplish a specific objective; determines need and requests
forms and other materials from public and/or private entities for documentation
or processing purposes.
May assume administrative responsibility for a specific project, either conducted
independently or with the assistance of lower-level employees; identifies resource
needs and may develop action plan; may set up plans and procedures for achieving
objectives and providing leadership to work teams as assigned.
Authors/customizes/revises communication materials to fit a particular individual,
situation or activity; researches, assembles and disseminates function-related
materials and documentation as required; searches records to locate specific
information; checks materials for accuracy, completeness and/or procedural compliance.
Develops, updates and retrieves data from new/existing spreadsheet models,
database programs/files and/or other automated/manual sources; establishes,
maintains and updates files, records, accounts and other information as needed
to support and document functional operations and activities.
Reviews documents to determine how they will effect internal processing and
determines appropriate course of action/response within assigned scope of authority.
Plans, arranges and coordinates specific meetings, occasions, operations,
meetings, presentations, conferences or other group events; anticipates needs,
puts together the necessary components, combines various elements and ensures
readiness in advance of the activity.
Logs information into manual or automated systems; tracks and monitors progress
and/or disposition of requests, actions, files, documents, programs, etc.; sets
up and maintains follow-up files and suspense systems as necessary.
Processes transactions involving multiple steps and the application of varied,
complex and/or ambiguous guidelines; may determine eligibility and/or compliance;
approves exceptions within assigned scope of authority.
Prepares, maintains and updates system data and produces reports; reviews
data for accuracy and completeness of data input/output; recognizes and defines
problems in the report data; maintains and reconciles varied account data; researches
questionable entries and initiates corrective measures; resolves out-of-balance
conditions.
May perform incidental general office/secretarial tasks such as monitoring/ordering
standard office supplies; collating and assembling documents; accepting and
delivering inter-department correspondence, photocopying/faxing correspondence
and reports; attend meetings and take/distribute minutes; scheduling appointments
and maintaining supervisor's calendar; screening calls/visitors; making travel
arrangements.
SUPERVISION RECEIVED AND EXERCISED
Works is performed under moderate to general supervision, with the incumbent
proceeding with recurring work on their own initiative. The supervisor assists
with projects or situations not previously encountered or assigned for training
purposes, or where new/revised regulations or procedures apply. As it relates
to PC operation and software functionality, supervisory guidance as to how to
produce a desired product or result is typically absent.
No formal, direct supervisory responsibilities are present. However, the incumbent
may lead or direct the work of other support staff and/or temporary staff, as
assigned. This usually involves scheduling or reviewing work, providing some
on-the-job training and some input with respect to the hiring or performance
management process.
EDUCATION AND EXPERIENCE REQUIREMENTS
High school diploma or equivalent, and four years of progressively responsible
related work experience.
Or any equivalent combination of education, experience, and training that provides
the required knowledge, skills, and abilities.
KNOWLEDGE, SKILLS, AND ABILITIES REQUIREMENTS
This position is found in multiple departments and may require any combination
of the following knowledge, skills and abilities.
Office Machines & Technology:
Operates some or all of the following office machines/equipment:
PC/printer
Application software: Windows `95, Microsoft Office, Excel, Word, PowerPoint,
GroupWare, Database, Project etc.
Computer terminal
Adding machine/calculator
Photocopier
Fax machine
Data scanner
Scope, Complexity and Judgement
Uses judgment and initiative in selecting the most effective work methods/tools
and determining a proper course of action or how best to produce a desired outcome/result.
Answers to problems may not always be readily available or apparent, requiring
searching out precedent or historical practice. Where work is accomplished through
PC operation, projects involve the application of advanced program functionality
requiring in-depth understanding of technical capabilities and practical methodologies.
Decision Making
Opportunity to exercise independent judgment in decision-making within the
context of existing policies, procedures and precedents. Decisions are made
between a range of choices but situations are typically recurring or similar.
Decisions involving the interpretation of unclear guidelines or major departure
from existing standards or procedures are discussed with the supervisor before
action is taken.
Knowledge
General office practices.
Operation of standard office equipment, including PC or computer terminal,
and software applications as required by specific job duties.
Business English and grammar sufficient to write and edit business materials.
Sources and availability of information relevant to department
Abilities
Understand and apply oral and written instructions to produce a desired result.
Identify and articulate non-compliance with standards and procedures.
Communicate effectively (both orally and in writing).
Deliver on-the-job training to lower-level employees as needed.
Demonstrate keyboarding proficiency as required by specific job duties.
Demonstrate acceptable proficiency in the use of specific software applications
as required by specific job duties.
Keep abreast of changes in policies, programs, procedures, standards and regulations
applicable to the work unit.
Establish and maintain effective working relationships as required by specific
job duties.
PHYSICAL DEMANDS
The physical demands and work environment described here are representative
of those that must be met by an employee to successfully perform the essential
functions of this job. Reasonable accommodations may be made to enable individuals
with disabilities to perform the essential functions.
Work involves walking, talking, hearing, using hands to handle, feel or operate
objects, tools, or controls, and reaching with hands and arms. Vision abilities
required by this job include close vision and the ability to adjust focus.
The employee may be required to push, pull, lift, and/or carry up to 20 pounds.
The noise level in the work environment is usually moderately quiet
