JOB DESCRIPTION

 

 

JOB TITLE:  Administrative Assistant I (Planning and Development)

 

MAINTENANCE REVIEW DATE:  April 2000

 

ORG/POS #:  1500/1317

 

JOB OBJECTIVE:  To provide clerical support to the Department Director, Assistant Director, and staff of the Planning and Development Department.

 

ACCOUNTABILITY:  Receives general supervision from the Assistant Director of Planning and Development.

 

JOB DUTIES AND RESPONSIBILITIES:

 

1.         Compiles budget data for approval by the Department Director; monitors Departmental budget by reviewing monthly reports to ensure budgeted amounts are not exceeded; determines which accounts are in need of revenue transfers and prepares forms for approval by Department Director.

 

2.         Researches and compiles information regarding Departmental budget; including prior year expenses and special project accounts; maintains a computerized database of all Departmental expenses.

 

3.         Maintains an inventory of office supplies; requisitions supplies as needed, and requests payments on invoices for ordered items.

 

4.         Drafts routine correspondence for signature by the Department Director and Assistant Director.

 

5.         Enters payroll information into the computer for assigned Divisions by coding leave time, overtime, and salary adjustments; prepares employee status change forms and requests for personnel; maintains Department personnel files, including disciplinary action documents and EPAS information.

 

6.         Serves as the petty cash custodian; forwards petty cash vouchers to the Finance Department and ensures reimbursement for purchases made by employees.

 

7.         Maintains an inventory listing of equipment assigned to the Department; reviews annual physical listing to ensure the equipment listed is properly assigned to the Department.

 

8.         Maintains hard copy and computer files of information regarding department projects, correspondence, and legal opinions, and materials.

 

9.         Types letters, memoranda, reports, forms and other correspondence utilizing word processing software; transcribes dictation.

 

10.       Requisitions payments for utilities, maintenance and inspections of the copier, the elevator, and the heating and air conditioning units of the building.

JOB TITLE:  Administrative Assistant I (Planning and Development)

JOB DESCRIPTION - CONTINUED

 

SECONDARY DUTIES AND RESPONSIBILITIES:

 

1.         Makes travel arrangements and processes travel forms for the department staff.

 

2.         Serves as key custodian for the building; issues keys to departmental staff and maintains accountability for issued and non-issued building keys.

 

3.         Prepares and submits work orders to the appropriate Department for the repair and maintenance of the building.

 

4.         Provides backup to the Office Assistant III by directing callers and visitors to the appropriate person or department.

 

5.         Maintains an appointment calendar for the Department Director.

 

6.         Requisitions payment of professional association dues for department employees; maintains a library of association publications for use by employees.

 

7.         Distributes mail to the appropriate department employees.

 

8.         Monitors Departmental Workers’ Compensation claims to ensure compliance with City policies and procedures.

 

9.         Answers questions from callers and visitors regarding complaints, Departmental operations and procedures and contacts appropriate personnel

 

10.       Performs other related duties as required.

 

SUPERVISORY RESPONSIBILITIES:

 

None.

JOB TITLE:  Administrative Assistant I (Planning and Development)

JOB DESCRIPTION - CONTINUED

 

 

PHYSICAL REQUIREMENTS:  The physical demands marked below are representative of those that will be required to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

                                                                            YES                                                                            NO

Lifting (lbs.)		ü
Carrying (lbs.)		ü
Stooping, Bending		ü
Kneeling, Squatting		ü
Walking		ü
Standing		ü
Sitting	ü
Climbing, Balancing (e.g., climbing and working from ladder)		ü
Use of Hands to Finger, Handle, or Feel	ü
Physical Coordination (sequential or simultaneous use of hands, arms, feet, and legs)		ü
Eye-Hand Coordination	ü
Close Vision (clear vision at 20" or less)	ü
Distance Vision (clear vision at 20' or more)		ü
Color Vision (ability to identify and distinguish colors)		ü
Depth Perception (ability to judge distance spatial relationships)		ü
Hearing	ü

 

WORK ENVIRONMENT:

 

The environmental conditions marked below are common to this job:

 

                                                                            YES                                                                            NO

Outdoor Weather Conditions		ü
Wet, Humid Conditions (non-weather)		ü
Work Near Moving Mechanical Parts		ü
Work in High, Precarious Places		ü
Fumes or Dust		ü
Toxic or Caustic Chemicals		ü
Extreme Heat (non-weather over 90º F.)		ü
Low Noise (e.g., business office)	ü
Moderate Noise (e.g., light motorized equipment such as lawn mowers)		ü
Loud Noise (e.g., jackhammer, heavy motorized equipment)		ü