ADMINISTRATIVE ASSISTANT II

Department: Management Services

Division: Fleet and Facilities

Pay: GRADE 120: $44,780.65 - $64,931.95 Annual Salary, ($21.53 - $31.22 Hourly).

FLSA Status: Non-Exempt, Merit, Full-Time, Eligible for Benefits

GENERAL PURPOSE

This position performs a wide variety of responsible clerical work in support of the division and provides information and assistance to the public regarding departmental policies and procedures. Receives general supervision from management staff.

ESSENTIAL JOB FUNCTIONS

• Prepare, submit, and track requisitions and purchase orders.
• Order Office Supplies for division
• Maintain and prepare budget reports and tracking.
• Coordinate the scheduling of facilities and fleet as required.
• Provide excellent customer service to the public, clients, and colleagues.
• Act as receptionist; answer the telephone and greet the public and internal city customers and direct them to the appropriate staff.
• Provide information on departmental and city policies and procedures as required.
• Type, word process, and proofread a variety of documents including general correspondence, meeting minutes, agendas, reports, memoranda, and statistical charts from rough draft, notes, recordings, or verbal instruction.
• Perform a wide variety of clerical work including the maintenance of accurate and detailed logs and records.
• Input and retrieve data and text; organize database storage and filing.
• Compile information and data for statistical and financial reports.
• Maintain a variety of statistical records, check and tabulate statistical data.
• Provide information and forms to customers as needed.
• Apply departmental policies and procedures in determining completeness of applications, forms, records, and reports.
• Take minutes for assigned boards and committees. Some meetings may occur after office hours.
• Prepare and distribute agendas.
• Receive, deposit and document fiscal transactions.
• Contact the public and outside agencies in acquiring and providing information and making referrals.
• Receive, sort, and distribute incoming and outgoing correspondence.
• Maintain the file management system in cooperation with the City Recorder.
• Participate in safety and risk management activities; take action to reduce liability to the city.
• Attendance and punctuality are essential functions of this position. Employee is required to work as a team and frequently meet with co-workers and supervisors; employee is required to communicate in-person with the public during office hours; and employees are required to use on-site equipment.
• Perform other related duties as required/assigned.

EDUCATION AND EXPERIENCE REQUIREMENTS

• At least two years of responsible secretarial and clerical experience.
• High school diploma or its equivalent.
• Any combination of experience and education that would likely provide the required knowledge and abilities may be qualifying.

Failure to obtain/maintain license and certificate as outlined above may result in termination from the position.

SPECIAL REQUIREMENTS

• Possession of, or ability to obtain, an appropriate, valid driver's license.
• Employee will be required to complete NIMS IS100, IS200, IS700 and IS800 within one year of hire.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of English usage, spelling, grammar, and punctuation.
• Possess a strong working Knowledge of modern office procedures, methods, computer equipment, and word processing, spread sheet, and database programs.
• Knowledge of the fundamental principles and procedures of record keeping.
• Skill in organizing one's own time and workload and to work effectively.
• Skill in coordinating with others on complex assignments.
• Skill in properly interpreting and applying the policies and procedures of the function to which assigned.
• Skill in performing general clerical work including maintenance of appropriate records and compiling information for reports.
• Skill in working both independently in the absence of supervision and in team settings.
• Skill in typing at a speed necessary for successful job performance.
• Skill in operating a variety of office machines.
• Skill in performing routine mathematical calculations.
• Skill in responding to requests and inquiries from the internal city customers.
• Skill in communicating clearly and concisely, both orally and in writing.
• Ability to understand and carry out oral and written directions.
• Ability to establish and maintain effective working relationships with those contacted in the course of work.
• Ability to maintain mental capacity which allows for effective interaction and communication with others.
• Ability to maintain physical condition appropriate to the performance of assigned duties and responsibilities which may include sitting for extended periods of time and operating assigned equipment.
• Ability to maintain effective audio-visual discrimination and perception needed for making observations, communicating with others, reading, and writing, and operating assigned equipment as required by the position.
• Ability to comply with all city policies and regulations, including safety and risk management standards.

WORKING CONDITIONS & PHYSICAL REQUIREMENTS

• The work environment is primarily inside, where the noise and temperature levels are moderate.
• The work is sedentary to light work which requires exerting up to 25 pounds of force occasionally, 10 pounds of force frequently, and/or a negligible amount of force constantly to lift, carry, push, pull, or otherwise move objects, including the human body.
• Must possess the visual ability to see clearly at close (less than 20 inches) and far (20 feet or more) distances, identify and distinguish colors, observe an area that can be seen up and down or the left and right while eyes are fixed on a given point, and adjust the eye to bring an object into sharp focus.
• Additionally, the following physical abilities are required: standing, walking, sitting, using hands and fingers to handle or feel, reaching with hands and arms, stooping, kneeling, crouching, talking, and hearing.

OGDEN CITY BENEFITS

• Language Pay
• Longevity Pay
• Holidays
• Sick, Vacation, and Comp Time Leave
• Medical and Dental
• EAP- Employee Assistance Program
• Life Insurance
• Long-Term Disability
• Employee Loan Program- Computer, Bike & Exercise equipment loans when available
• Wellness Program
• Tuition Reimbursement

FULL JOB DESCRIPTION ATTACHED AS PDF