Senior Administrative Assistant

EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Leads, oversees, reviews, and participates in the work of staff performing administrative and programmatic work in support of assigned programs, division, or department; assumes responsibility for the workflow of an assigned work unit by making work assignments, ensuring that work is consistent with quality standards, and timeline expectations are met.

• Performs the more complex work assignments for the classification series for which there are little or no directly related policies, procedures, or past practice which requires the exercise of independent judgment and discretion in establishing work plans, identifying resources, and completing assignments.

• Provides input for personnel decisions such as performance evaluations, promotions, hiring, and disciplinary actions.

• Oversees the requests for information and document management process; responds to inquiries from public and staff; interprets and explains processes and procedures to public or internal inquiries. 

• Plans, coordinates, and organizes assigned programs, projects, and initiatives; participates in the implementation of program goals, objectives, policies, procedures, and priorities; assists in monitoring assigned programs.

• Prepares, maintains, and verifies departmental accounting, financial, and grant records, ledgers, logs, and files; compiles, reviews, and records financial data to various departmental accounts; resolves discrepancies; establishes and maintains various files and records; reconcile and process department transactions; prepares financial reports for management.

• Assists with the preparation and maintenance of department/division annual operating budget; records and monitors expenditures; keeps management informed on the status of budget line items throughout the fiscal year.

• Receives new contracts, assists in preparation of contract development, reviews contract agreements for changes, forwards to management for approval. 

• Provides assistance to management staff; participate in and provide staff support to a variety of committees and boards; prepares and presents reports and other correspondence as appropriate and necessary; relieves management staff of administrative work including investigating and answering complaints and providing assistance in resolving operational and administrative problems. 

• Assists in organization and coordination of department workflow; forecast spending based on needs conveyed by managers throughout the Department and ensures spending stays within budget. 

• Coordinates training courses for assigned department staff; registers for training and conference events; maintains training records and associate training expenses. 

• Coordinates travel for assigned department; coordinates flights, lodging, rental vehicles, registrations; communicate travel arrangements; maintains and records travel spending for area assigned. 

• Participates in community outreach and/or special events for assigned department; assists in event planning and coordination; prepare materials or presentations.

• Recommends improvements in workflow, procedure and use of equipment and forms; implements improvements as approved; develops and revises office forms and report formats as required.

• Researches and reviews purchase requests for equipment and supplies; retrieves quotes or bids; documents inventory, purchases equipment and supplies and maintains equipment and supplies; verify purchase records are accurate and resolve discrepancies. 

• Types, word processes, formats, edits, revises, proofreads, and processes a variety of documents and forms including reports, correspondence, memoranda, agenda items and reports, agreements, technical and statistical charts and tables, and other specialized and technical materials from rough draft dictation, modified standard format, and brief verbal instructions; develops, revises, and maintains standardized and master documents; composes correspondence and other documents.

• May provide clerical/administrative support for Commission/Committee meetings.

• Performs related duties as assigned.

• Principles of providing functional direction and training to assigned staff.

• Principles and practices of leadership.

• Basic techniques for administrative, financial, statistical, and comparative analyses.

• Customer service and public relations methods and techniques.

• Methods and techniques of effective technical, administrative, and financial record keeping, report preparation, and presentation.

• Intermediate accounting and bookkeeping principles and practices. 

• Standard organizational and management practices as applied to the analysis and evaluation of programs, policies, and operational needs related to area of assignment. 

• Principles and applications of critical thinking and analysis.

• Organization and operation of municipal government and assigned department.

• Pertinent federal, state, and local laws, codes, and regulations.

• Techniques for effectively representing the City in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.

• Recent and on-going developments, current literature, and sources of information related to the operations of the assigned division.

• Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.

• Techniques for effectively representing the City in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.

• Recent and on-going developments, current literature, and sources of information related to the operations of the assigned division.

• Methods and techniques of preparing technical and administrative reports, and general business correspondence.

• City and mandated safety rules, regulations, and protocols.

• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.

• Diversity, equity, inclusion, and belonging concepts and principles, including their significance in organizational dynamics and the functioning of the City and their impact on fostering innovation and collaboration.

• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar. 

• Current equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

Ability to:

• Plan, organize, and coordinate the work of assigned staff.

• Effectively provide staff leadership and work direction.

• Assist in developing and implementing goals, objectives, practices, policies, procedures, and work standards.

• Plan and organize work to meet changing priorities and deadlines.

• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.

• Prepare and proofread correspondence; understand and carry out verbal and written instructions.

• Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.

• Participate and prepare budget and grant administration.

• Perform a full range of varied, complex, sensitive, and highly responsible office, administrative, secretarial, and routine programmatic support functions of assigned programs, division, and/or department with only occasional instruction or assistance.

• Prepare reports and projects; identify and interpret technical information and problem solving operational and technical policy and procedure.

• Apply applicable federal, state, and local laws, codes, and regulations; interpret and apply general administrative and departmental policies and procedures.

• Research, maintain, and keep records; perform data entry, and assist with database maintenance.

• Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relative to the work performed.

• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.

• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax. 

• Engage with a diverse public and workforce, facilitating inclusive service delivery, and implementing equitable city policies.

• Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.

• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work. 

Education and Experience:

• Completion of the twelfth (12th) grade and two (2) years of increasingly responsible specialized administrative support experience comparable to an Administrative Assistant II with the City of Elk Grove.

Licenses and Certifications

• None