Staff Assistant

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All Categories Staff Assistant Type:

Full Time Salary/Pay Rate :

$18.75/HR - $26.60/HR General Purpose This is a paraprofessional position responsible for research and administrative support. Works directly under the supervision of the Department Director, Manager or Supervisor. Main Job Tasks and Responsibilities Supports Director, Manager, or Supervisor to whom assigned by performing all administrative functions and assignments in furtherance of task completion. Researches, composes and produces reports, documents, correspondence and other materials as assigned. Secures details of specialized information and coordinates office work. Coordinates and prepares the production of meeting materials, presentations, correspondence, takes notes, and prepares accurate minutes of meetings. Keeps appointment calendars and schedules appointments. Receives and directs callers to appropriate City staff. Generates letters, forms, reports, schedules, manuals, booklets, requisitions, spreadsheets, purchase orders and related products. Types or enters information/data containing technical terminology. Retrieves data for and performs analysis as a part of generating reports for management. Performs research and retrieval of records. Conducts statistical comparison and analysis of information. Assists in the design, preparation and maintenance of department records. Establishes, maintains and manages inventory system for department supplies. Coordinates and maintains records and files. Maintains relevant records and generate draft of reports. Answers phone and emails. Coordinates various meeting schedules. Assists in administrative other duties for other departments/divisions as assigned. Coordinates department travel arrangements and expense reporting. Performs other related duties as required/assigned. Minimum Qualifications High school graduation or possession of an acceptable equivalency diploma. Two (2) years secretarial or administrative experience or equivalent. A comparable amount of training, education or experience can be substituted for the minimum qualifications. Knowledge, Skills and Abilities Knowledge of business English, spelling and punctuation, in order to prepare documents and compose letters, and other. Knowledge of office practices and procedures. Knowledge of mathematics. Knowledge of organization and function of City government. Knowledge of Department and City policies, procedures and practices. Ability to establish and maintain effective working relationships with employees and the public. Ability to organize, file and retrieve volumes of written materials. Ability to operate various office equipment. Ability to work under pressure with short deadlines. Ability to interact with a diverse group of people. Ability to effectively communicate orally and written skills. Ability to transcribe recorded (spoken) material. Skills with advance knowledge of Microsoft Office programs, with strong knowledge in Word and Excel. Skill in supporting upper-level management. Skills in strong typing, customer service, problem-solving, and organizational. Working Conditions and Physical Requirements Primarily an office environment with occasional field work and travel for meetings or training. Acceptable eyesight (with or without correction). Acceptable hearing (with or without hearing aid). Ability to communicate both orally and in writing. Ability to enter data at a prescribed rate of speed. Ability to access file cabinets for filing and retrieval of data. Ability to sit at a desk and view a display screen for extended periods of time. Ability to type at a prescribed rate of speed. Ability to exert up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to move objects. Additionally, the following physical abilities are required: manual dexterity, hearing, mental acuity, repetitive motion, speaking, and talking. Reasonable accommodations will be made in accordance with existing ADA requirements for otherwise qualified individuals with a disability. The statements contained herein describe the scope of the responsibility and essential functions of this position, but should not be considered to be an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other areas to cover absences or relief to equalize peak work periods or otherwise balance the workload.