This is administrative staff work performing a variety of assignments for a division manager or higher. An employee in this class serves in a liaison capacity between the manager and other staff and officials. Work includes composing a wide variety of correspondence and reports, performing research, and developing and recommending work standards and procedures. Work may also include supervision of a small clerical or administrative support staff. Assignments require familiarity with the functions of the agency in which the position is employed. Work is performed under the supervision of a manager or administrator.

ALLOCATING FACTORS:
(The following conditions must be met for a position to be approved for this class.)

1. Only one Administrative Assistant position will be allocated to a manager.

2. Positions in this class must report to second-level (or above) supervisors working in a managerial capacity.

3. Employees in this class must perform a variety of administrative duties of a non-repetitive nature.

• Assists managers in the fulfillment of their tasks; completes administrative details as assigned; may supervise clerical or administrative staff as required to perform administrative processes; assists in the preparation of budget estimates and other fiscal and statistical reports; conducts research on a variety of topics; gathers information for presentation to superior; prepares synopses of information; recommends course of action.
• Investigates specific administrative problems highlighted by staff, the public and other interested parties; reviews literature and obtains information on current practices related to job assignments; submits such information with possible solutions in either oral or written reports.
• Studies and analyzes limited areas of operational procedures and the related use of personnel and equipment; evaluates efficiency of current operations and makes recommendations concerning their modification and improvement; prepares detailed reports of findings and recommendations; maintains records and files of reports and studies for use by a superior.
• Serves in a liaison capacity with other departmental managers, subordinate office staff and extra-agency contacts; responds to queries directed to superior; routes mail and superior's instructions to appropriate parties; prepares written correspondence under own or superior's signature; establishes cooperative working relationships with other departments, agencies, vendors as required.
• Performs related work as required.

KNOWLEDGE OF:

• policies and practices in such areas as operation budgeting, organization, staffing, and procurement as required by departmental assignment.
• organization and operations of City departments.
• report writing.
• business English and spelling.
• business arithmetic.
• research methods and data analysis.
• sources of information, methods, and techniques used in administrative research.
• interactive computer terminal entry and retrieval procedures.
• the uses and capacities of word processing and spreadsheet software programs such as Word Perfect and Lotus 1-2-3.

SKILL IN:

• working harmoniously and cooperatively with supervisor and representing supervisor's interests to other staff.

ABILITY TO:

• learn departmental functions, operations and organizations, especially as they apply to the function assigned.
• interpret a variety of narrative and statistical reports.
• make judgmental decisions where several courses of action are presented.
• understand and follow written and oral instructions.
• carry out assignments requiring the organization of material and development of procedures.
• present ideas effectively, both orally and in writing.
• establish and maintain effective working relationships with representatives of community groups and civic organizations, departmental and central agency officials, and the general public.
• conduct studies and analyses to develop sound operational procedures.
• use a computer or terminal keyboard for data entry and retrieval of word processing and spreadsheet tasks.

EDUCATION

• Education equivalent to completion of the twelfth school grade.

• Five years of advanced level clerical or administrative work serving as secretary to a city department head or deputy, supervising a large staff of clerical subordinates in a city department or providing complex administrative or clerical services in a city department.

NOTE:
Those clerical and administrative classes at or above pay range 11 or EP 7 are considered to be at the advanced level.

NOTE:
An Associate's Degree in Business Administration or related field may be substituted for two years of experience.

PHYSICAL AND MEDICAL REQUIREMENTS

• Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.

PAY RANGE: EP13
Class Established:
  CSC - 12/1952 ; Ad Board - 1/1953

Latest Spec. Revision:
  CSC - 3/1994 ; Ad Board - 4/1994

KH/sb/sb