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Administrative Assistant II

Recruitment #190910-000412-001

Nature Of Work

Employees in this class are responsible for supervising or independently performing a variety of complex general office and specialized administrative assignments of considerable difficulty.  Incumbents serve as the principal administrative assistant to a high level departmental coordinator or as an administrative office supervisor.  Under direction, employees exercise considerable initiative and independent judgment and work effectively with the public, municipal officials, and others.  Employees must also apply specialized and/or technical knowledge and experience factors in the interpretation and completion of assignments in accordance with municipal and departmental rules, regulations, procedures, and ordinances.  Work is reviewed through conferences, observation, reports submitted, and results obtained.

Examples of Duties

Serves as office supervisor over such activities as permit issuance, parking tickets and parking access cards, customer service, or inventory; reviews work products of subordinates and others in order to verify accuracy, completeness, and adherence to procedure; schedules meetings and events; prepares budgets, and processes purchasing and/or personnel requests; some positions may require typing, utilization of personal computers, reconciling daily cash register receipts, or taking and transcribing dictation; composes, edits, and prepares correspondence, reports and forms including legal documents and contracts; establishes and maintains specialized files, records, and reports; assists in establishment, implementation, and revision of office procedures; completes daily time/activity reports. Serves as principal administrative assistant to a high level departmental coordinator; participates in the planning, organizing, coordination, and completion of administrative, fiscal, and personnel activities; transmits policies and instructions to higher level supervisors; researches, prepares and coordinates resolutions, legal documents, and contract forms. Supervises, assigns work, and trains subordinate clerical and administrative personnel; checks the work of subordinates, recommends employments, promotions, discipline, and other personnel actions; completes performance evaluations; approves requests for leave and training. Establishes and promotes effective working relationships with the public, municipal officials, and other employees through diplomatic communication and processing of inquiries and complaints. Operates and performs minor adjustments and maintenance on various office machines, as required. Collects data from various sources or through observation; compiles and assimilates as required for report preparation, etc.; conducts information searches of office files and other sources as required by the department; disseminates statistics and related data to public, other agencies, and city departments in order to provide information. Performs related work as required.

Knowledge, Skills & Abilities

Considerable knowledge of: business English and mathematics; rules, regulations, procedures, and functions of the department to which assigned, in addition to appropriate municipal, state, and federal codes, ordinances, resolutions, and regulations; standard office practices, procedures, and equipment.

Working knowledge of: municipal organization, programs, and policy; financial and/or budgetary principles, practices, and procedures; data processing coding procedures and practices; effective supervisory techniques; operation of personal computers and related software.

Ability to: follow complex instructions, assimilate information, interpret written and numerical data, and arrive at decisions independently in accordance with established rules and regulations; locate, organize, and analyze data from files and other records; prepare and edit clear and concise written reports, publications and grant applications, as well as compose, edit, and correct correspondence and reports for final production; plan, assign, direct, supervise, and review the work of subordinate personnel; establish and maintain effective working relationships with employees, municipal officials, and the general public.

Ability and skill in: typing, operating personal computers and/or taking and transcribing dictation, where required; operation and minor maintenance of office machinery and equipment.

Minimum Qualifications

Graduation from an accredited high school, supplemented by business college or courses in business administration or a related field, and five (5) years of  progressively responsible administrative experience, with one (1) year of  supervisory experience.

Preferred Qualifications:

• Advanced Microsoft Office Skills specifically Excel and Power point
• Strong interpersonal skills
• Time management skills
• Technical writing skills
• Bookkeeping/AP/AR Experience

Licenses or Certifications

Possession of a valid drivers license may be required.

Examination

Performance Test of typing ability (passing is 40 wpm with a maximum of 10 errors). Written Test (Time Limit: 1-1/2 hours).

A pre-employment test is required for all applicants considered eligible per the posted minimum qualifications.  Following submission of your application, you will receive email notification of your eligibility status within three (3) business days.  Applicants who meet minimum eligibility requirements will be provided test registration information.   If you do not receive an eligibility status update within three (3) business days, contact Employment Services at 813-274-8911 for further assistance.

Comments

During periods when the Mayor issues an emergency declaration for the City of Tampa, all employees may be required to work in preparation, response or recovery activities related to the stated emergency.

Conclusion

HELPFUL HINTS FOR COMPLETING YOUR APPLICATION: Please register before you begin the application process. This will enable you to view and re-use information from previously submitted applications to complete and submit any future applications. Please make certain your application is complete and the information you provide clearly demonstrates that you possess the minimum job qualifications as stated in the job announcement. Resumes can be submitted in support of an application, but not in lieu of an application. Resumes and copies of certifications or other required documents may be attached to your online application.

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