DESCRIPTION OF WORK

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily.  Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described.   Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description. 

JOB SUMMARY:  The Administrative Assistant II coordinates activities and/or provides administrative support for an office which requires an understanding of complex processes, data, and/or operations of a department; creates and/or maintains associated documents and databases, arranges/coordinates meetings, special events; updates supervisor of critical issues/events; provides detailed responses to requests for information; reviews and updates administrative procedures; prepares and files required metrics and regulatory reports; and serves as administrative coordinator for annual budget process. This position works directly for the Director of Business and Collections Services.

JOB REQUIREMENTS

• Performs administrative and clerical functions for an individual position or a managerial group.
• May supervise the work of other office staff, seasonal and/or temporary employees as assigned, providing guidance and direction as well as scheduling and monitoring the quality of work performed.
• Performs a variety of complex, specialized administrative and clerical functions requiring the application of city and/or department policies and procedures and the exercise of standards.
• Updates master files, orders supplies and forms.
• Maintains a variety of files and records, prepares, and verifies all departmental invoices, processes bills for payment.
• Records and manages all personnel absence and vacation records.
• Ensures that office equipment is maintained properly.
• Answers incoming inquiries both written, and otherwise.  
• Reviews pending correspondence, conducts analysis, takes appropriate action, and responds appropriately in a timely manner.  
• Arranges and manages all inter-office schedules and appointments.
• Prepares, maintains, and files daily correspondence, reports, directives, and legal notifications.  
• Assists department director in budget preparation and daily control activities.
• Collects data for the budget, checks expenses, maintains fiscal, time and personnel records for the department.
• Maintains a variety of files and records.
• Records financial transactions of the department.
• Prepares and verifies all bills, processes bills for payment and submits to director for approval.
• Allocates appropriate funds.
• Acquires and maintains records of purchase orders.
• Submits monthly report to Auditor.
• Collects all fees and processes deposits.
• Collects and summarizes data for special and periodic reports, updates master files, orders supplies and forms, prepares user policies regarding office procedures and operations for staff, writes and updates instructions, guidelines, and scheduled reports.
• Exercises confidentiality in the performance of job duties, including knowledge of the content of personnel evaluations, organizational recommendations, legal documents, contracts, and comparable highly sensitive information.  
• Assures security of files.
• Composes correspondence involving application of established policies and procedures.   Independently responds to correspondence of a routine nature.
• Performs a variety of secretarial duties for a department director, including arranging meetings, booking travel and accommodations, and maintaining confidential files.
• Receives, opens, logs, sorts, and distributes mail.
• Screens telephone calls and answers requests for information or routes to appropriate staff.
• Orders supplies, maintains equipment and supply inventory, arranges maintenance and/or repairs.
• Maintains calendar, schedules appointments/meetings, schedules staff development and makes necessary appointment arrangements. 
• Collects, reviews, and submits employee time sheets to payroll department.
• Scans and maintins document files. 
• Performs work at assigned location during specified business hours.
•  Performs related additional duties as required and assigned.

MINIMUM QUALIFICATIONS

Education and Experience:

• High School Diploma or equivalent
• Three (3) years of related experience
• Or an equivalent combination of education and experience.   

KNOWLEDGE, SKILLS AND ABILITIES REQUIREMENTS

• Prepare clear and accurate reports; work management skills including efficient planning and scheduling of work tasks and the ability to prioritize and meet deadlines. 
• Ability to work independently, initiative including being proactive and solving problems without being asked, as well as work within a team environment.
• Basic skill set in performing mathematical calculations; accuracy and attention to detail including close checking and monitoring of all work tasks and processes. 
• Modern office practices, procedures, and equipment, which includes proficiency with computers and Microsoft Office software including Word, Outlook, and Excel  
• Displays a positive, professional, and respectful demeanor at all times toward employees, peers, professional contacts, and customers served. 
• Excellent communication skills; verbal and written, technical, and non-technical. including the ability to listen properly in order to clearly understand and to express oneself in a professional and effective manner. Good written communication skills include using appropriate grammar and vocabulary and organizing information in a clear format. 
• Ability to set priorities for competing projects. 
• Knowledge of city programs, rules, and regulations.
• Knowledge of technical legal requirements relating to the assigned department 
• Knowledge of business English, composition, grammar, spelling, punctuation, and arithmetic.
• Knowledge of purchasing and payment procedures.
• Knowledge of bookkeeping and budgetary principles and practices.
• Skill in typing to complete 60 wpm accurately and the ability to take sufficient notes at a meeting to prepare and accurate record of events.
• Ability to use a variety of hardware and software including but not limited to Microsoft Word, Excel, and Publisher as well as department specific systems.
• Ability to apply new developments in office practices and remain informed on the director’s areas of responsibility to effectively communicate with people in contact with the director.
• Ability to engage in and coordinate functions that require administrative skills, the ability to interpret and explain programs to others, and successfully achieve objectives.
• Ability to establish and maintain effective working relationships with supervising personnel, co-workers, subordinates, representatives from all levels of government, civic organizations, business professionals and the public.
• Ability to project a positive, concerned image to the public.
• Ability to maintain confidentially sensitive files and records.

SUPERVISORY CONTROLS:  The Director of Business and Collections Services assigns work in terms of somewhat general instructions. The Director of Business and Collections Services spot-checks completed work for compliance with instructions and established procedures, accuracy, and the nature and propriety of the final results.

GUIDELINES:  Guidelines include customer service policies; the City of Rocky Mount Administrative and Personnel Policy Manuals; and department procedures the Fair Credit Act; and the Privacy Act. These guidelines are generally clear and specific but may require some interpretation in application.  

COMPLEXITY:  The work consists of related customer service and administrative duties. The variety of work to be performed simultaneously and the volume of work contributes to the complexity of the work. Frequent interruptions, the need for accuracy, and the volume of work to be performed contribute to the complexity of the work.  

SCOPE AND EFFECT:  The purpose of this position is to provide customer service and clerical support for department operations. Success in this position contributes to the efficiency and effectiveness of the Business and Collections Services Department operations.   

PERSONAL CONTACTS:  Contacts are typical with other City personnel and members of the general public.  

PURPOSE OF CONTACTS:  Contacts are typical to give or exchange information, resolve problems, and provide services.  

PHYSICAL DEMANDS:  The work is typically performed while sitting at a desk or table or while bending or stooping. The employee occasionally lifts light objects.  

WORK ENVIRONMENT:  The work is typically performed in an office.   

SUPERVISORY AND MANAGEMENT RESPONSIBILITY:  None.