Administrative Assistant II

The purpose of this classification is to provide specialized administrative support for department or large division. Incumbents in this classification provide specialized administrative support that requires a knowledge of departmental operations and procedures.

PRINCIPAL DUTIES AND RESPONSIBILITIES

• Serves as liaison between the assigned department and other departments/divisions, staff members, Consolidated Government officials, the public, community leaders, outside agencies, or other individuals or organizations: distributes and receives routine information; interacts with various officials and dignitaries involving sensitive client relations; conveys information among division/department personnel; and circulates documentation to appropriate departments.
• Provides administrative/secretarial support for management and/or staff of assigned department/division: relieves management staff of routine administrative tasks; screens telephone calls, mail, email, and other communications and initiates appropriate action/response; records and transcribes dictation; types, composes, edits, or proofreads various documentation; maintains calendars and schedules meetings, appointments, interviews, or other activities; coordinates travel arrangements, accommodations, conference registrations, or related plans for department staff.
• Processes purchasing documentation: reviews purchase requisitions and verifies availability of budgeted funds; prepares purchase orders and forwards data to appropriate departments; obtains competitive price quotes; orders materials under blanket purchase orders.; reviews invoices, purchase orders, or other documents for accuracy; researches discrepancies, assigns proper accounting/budgetary codes, obtains proper signatures, and forwards for payment; and maintains files and records.
• Receives and sorts incoming documentation and materials: sends/receives documentation; distributes/delivers incoming faxes, mail, or other documentation to appropriate personnel; sorts, organizes, opens, and/or distributes incoming mail; signs for incoming packages and delivers to appropriate personnel; processes outgoing mail; and copies and distributes forms, reports, correspondence, schedules, agendas, or other documentation.
• Performs customer service functions in person, by telephone, and by mail: provides information/assistance regarding department/division services, procedures, fees, or other issues; responds to routine questions or complaints; researches problems/complaints and initiates problem resolution; receives payments for various fees, fines, or services: records transactions, posts payments, and issues receipts; balances cash drawers; prepares revenues for deposit; and forwards as appropriate.
• Processes a variety of documentation associated with department operations within designated timeframes and per established procedures; receives, reviews, records,types, and/or distributes documentation; enters data into computer systems; logs, tracks, or maintains records regarding department activities; and compiles data for further processing or for use in preparation of department reports; files, maintains, and stores hardcopy records.
• Processes applications for department services, such as licenses, facility usage, program enrollment, employment, or other purposes: distributes application forms and provides information; accepts fees/deposits and processes completed applications; issues permits as appropriate; and administers work order program and opens/closes work order requests.
• Perform other duties of a similar nature or level.