Administrative Assistant

The following duties are typical for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned. Serves as the receptionist or first point of contact for the public: answers telephone calls and greets visitors; ascertains the nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; and initiates and returns calls, as necessary. Performs customer service functions: provides information and assistance regarding department/division services, activities, procedures, fees, or other issues; distributes forms/documentation as requested; responds to routine questions or complaints; researches problems/complaints; and initiates problem resolution. Processes a variety of documentation associated with department/division operations within designated timeframes and per established procedures; receives, reviews, records, types, and/or distributes documentation; logs, tracks, or maintains records regarding department activities; compiles data for further processing or for use in preparation of department reports; and files, maintains, and stores hardcopy records. Performs data entry functions by keying data into computer systems: enters, retrieves, reviews, or modifies data in computer database; scans documents into computer; verifies accuracy of entered data and makes corrections; indexes documents; and maintains databases and computerized reports.Processes incoming/outgoing mail: sorts, organizes, opens, and/or distributes incoming mail; signs for incoming mail/packages and delivers to appropriate personnel; processes outgoing mail utilizing postage machine; and processes bulk mailing projects. Receives money in payment of various fees/services; records transactions and issues receipts; balances cash drawer; and forwards revenues as appropriate. Communicates with supervisor, City employees, the public, and other individuals and organizations as needed to coordinate work activities, review status of work, exchange information, receive/give advice and direction, and resolve problems. Operates various equipment, as necessary, to complete essential functions: operates a personal computer to enter, retrieve, review, or modify data, utilizing word processing, spreadsheet, database, presentation, Internet, e-mail, or other software; and operates general office or other equipment.