Overview

GENERAL DESCRIPTION Provides highly responsible and multifaceted administrative support to an assigned department and/or division using independent judgment, initiative and discretion based upon knowledge of departmental administrative policies and procedures; to respond to customer inquiries in a timely and efficient manner. ESSENTIAL JOB FUNCTIONS Plans, initiates and carries to completion executive level administrative duties in support of the assigned department, its director and managers. Maintains control of incoming correspondence and action documents; follows up on work in progress to ensure timely reply and action. Maintains departmental file process, including yearly review and retention requirements mandated by law. Transmits policies, procedures, instructions and general orders to appropriate personnel, as directed. Prepares correspondence, reports, Commission agenda items, meeting minutes and presentations. Coordinates and arranges meetings and/or events; schedules appointments and maintains appointment calendar of the department director; provides appropriate background information and/or files for meetings and events. Oversees day-to-day financial operating procedures, including purchase orders/requisitions and invoice processing. Assists with preparation of the budget, including researching financial information and participating in budget meetings. Maintains supplies and equipment needed for day-to-day operations. Uses independent judgment in communicating with internal and external customers. May provide lead or direct supervision of department support staff. QUALIFICATIONS Knowledge/Skills/AbiIities: Excellent customer service skills, including ability to communicate effectively, both in person and in writing. Knowledge and understanding of public administration, budgeting, purchasing, and related procedures. Ability to produce and maintain financial and/or statistical records, and to prepare periodic reports from such records. Ability to research and prepare documents and reports, compose letters, memoranda and routine office management details. Must be capable of withstanding pressure and completing job assignments within a limited period of time. Have the ability to organize, prioritize, and manage weekly work schedules and special assignments. Ability to plan, organize and use mature judgment in evaluating situations and making decisions in accordance with established policy. Ability to establish and maintain effective working relationships with employees and the general public. Proficient use of Microsoft Offices email, word processing, spreadsheet and presentation software. Operate necessary equipment including computer, calculator, copier and other standard office equipment. Education and Experience: High school diploma or equivalent, supplemented by college-level and/or field-related courses. At least five (5) years progressively responsible administrative work, with a preference of at least two (2)years in a supervisory or lead capacity at the executive level. (A comparable amount of relevant training, education and/or experience may be substituted for the above qualifications.)Tracking

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