Assistant Administrator II

Under general direction, provides advanced administrative and operational support to executive or senior-level leadership. Prepares complex correspondence, reports, presentations, and confidential documents. Coordinates and manages schedules, meetings, and high-level communications. Serves as a liaison between leadership, staff, departments, and external stakeholders. Assists in tracking projects, initiatives, and departmental priorities. Reviews, compiles, and analyzes information to support decision-making. Exercises independent judgment in handling sensitive and confidential matters. Utilizes various systems and software to support departmental operations. Performs related duties as required.  This classification does not include supervisory or managerial responsibilities.· Bachelor’s Degree in Business Administration, Public Administration, or closely related field preferred. 
· Four years of full-time paid experience in office administration, executive administrative support, or related administrative role in government or private industry required. 
· Any equivalent combination of education, training, and experience may substitute for the required experience on a year-for-year basis. 
· Advanced proficiency in office software and systems (e.g., Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook). 
Demonstrated ability to prepare complex reports, correspondence, and presentations. 
· Strong organizational, written, and verbal communication skills with attention to detail and the ability to handle confidential and sensitive information. 
· Ability to exercise independent judgment, prioritize assignments, and coordinate multiple tasks or projects.

Primary Responsibilities 

Under direct supervision, Assistant Administrator II duties and responsibilities include providing administrative support to ensure efficient operation of the Department of Public Utilities Human Resources (DPU HR). Responsible for confidential and time sensitive matters. Ability to effectively communicate face-to-face, phone and email ensuring that all duties are completed accurately and delivered with high quality and in a timely manner. The following duties indicate the general nature and level of work performed by the Assistant Administrator II. The listed duties are not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of this position. Other duties may be required or assigned at any time. 

1. Serves as a key contact and liaison for the Department of Public Utilities Human Resources.
2. Performs clerical and administrative duties such as composing letters, memos, reports, etc.
3. Prepare complex correspondence, reports, presentations and confidential documents.
4. Utilizing and maintaining various core system platforms to complete various tasks.
5. Initiates and completes employee onboarding and offboarding processes.
6. Coordinate, track and process public records requests in compliance with the city guidelines.
7. Serve as the SharePoint site administrator for DPU HR which includes organization and maintenance of assigned site.
8. Provide support in the creation, formation and maintenance of DPU HR’s Standard Operating Procedures and associated templates, forms, etc.
9. Screen/receive visitors and callers, and explain procedures, provides information and/or refers inquiries to appropriate staff.
10. Responds to inquiries requiring knowledge of policies, procedures, or directs them to proper departments.
11. Coordinates and schedules meetings; may serve as recorder of minutes with responsibility for transcription and distribution.
12. Tracks projects, deadlines, initiatives and priorities to support decision making.
13. Assist in planning, organizing and promoting programs, events and initiatives.
14. Prepare and distribute internal and external communications.
15. Maintains confidential and sensitive information and files.
16. Coordinates supply orders, facility repairs and maintenance requests.
17. Performs other duties as assigned.

Preferred Requirements

1. Experience in communications, content creation and brand management.
2. Advanced proficiency in creating workflows, templates, checklists and procedural documentation.
3. Advanced proficiency in computer applications including Adobe Acrobat Professional, Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Visio, SharePoint and Teams) and digital design tools like Canva and/or Adobe Creative Cloud.