Administrative Assistant

Recruitment #21-0022-001



The Administrative Assistant is a City-wide position that provides confidential administrative and secretarial services to the department director and other top-level managers. The incumbent must stay abreast of City policy and exercise discretion and sound judgment when dealing with confidential matters; handling and prioritizing large volumes of communications and responding when possible. The Administrative Assistant supervises subordinate clerical positions and provides backup support for clerical staff within the office.  May be required to prepare and manage the Department's budget. Work quality is extremely important in this position as it serves to project a responsive and favorable image.  Responsibilities may slightly vary based upon departmental needs.

**The current Administrative Assistant vacancy is with the Human Relations Council (HRC) and may adhere to the following specified duties. 

Works alongside the Minority Business Assistance Center (MBAC) director and the City of Dayton to track all budgetary items associated with the MBAC, prepares preliminary budget estimates; compiles statistics for budget reviews; maintains records to ensure that accounts are in balance with the office of Procurement, Management and Budget figures and MBAC grant allocations. Reviews MBAC budget periodically with senior department staff to keep informed on expenditures; prepares quarterly and annual fiscal reports of work production and costs; creates and reviews purchase requisitions. Assists the MBAC director with identifying client outreach opportunities within the region and scheduling client consultations. The incumbent maintains a thorough knowledge of administrative policies, procedures, and standard operating guidelines.

Minimum Qualifications

Must meet one of the following qualifications:

1. Associate degree in Secretarial Science, Office Management or closely related field AND 2 years of secretarial or office management experience; OR 

2. High school diploma or (G.E.D.) AND 6 years of secretarial or office management experience.

Degree must be from a college or university that is accredited by the U.S. Department of Education through the North Central Association of Colleges and Schools Higher Learning Commission or equivalent region. 

License Requirements

Must possess a valid driver’s license at time of appointment and maintain thereafter as a term and condition of continued employment.


Applications must specifically address each of the minimum qualifications, directly showing how each is met.


Background Check 

A background investigation and evidence of Employment Authorization and Identity is required prior to employment.  All candidates must pass any level of background investigation applicable to the position, including current city employees seeking transfer, promotion, demotion, etc. into a classified position. 


Medical Examination & Drug and Nicotine Testing 

Final appointment is contingent upon the applicant passing a job-related medical examination including drug screen. Applicants offered employment with the City will be required to pass a nicotine screening. Newly hired employees must remain tobacco and nicotine free as a condition of continued employment. The Tobacco and Nicotine Free Hiring Policy does not apply to current City employees


Important COVID-19 Information 

Beginning November 1, 2021, newly hired City of Dayton employees must attest to being fully vaccinated against the COVID-19 virus or be required to become fully vaccinated within 90 days of being hired.


An Equal Employment Opportunity Employer