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Administrative Assistant I

Company: City Of Charleston
Location: Charleston
Posted on: June 9, 2021

Job Description:

General Description

The purpose of this class within the organization is to perform and complete a broad range of administrative duties and provide other support for a department, division or work unit.

This class works under close supervision according to set procedures.

Duties and Responsibilities

The functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the class as necessary.

Essential Functions:

Strives to be efficient and effective at balancing and meeting the common needs and reasonable expectations of core constituents.

Contributes towards the department's mission by continuously striving to meet expectations, strategic goals and objectives.

Performs administrative work including, but not limited to preparing memorandums, letters and other correspondence; processing and distributing mail; and maintaining client files and records.

Schedules meetings; performs data entry; retrieves data and produces various reports; prepares, edits and distributes correspondence, communications, presentations and other documents.

Additional Departmental, Division or Work Unit Duties:

Enters employee time and leave into timekeeping system.

Issues purchases orders and processes invoices and purchase requisitions.

Answers phones, greets and assists guests, customers, and the general public.

Responds to citizen requests via phone, email and fax and maintains and updates CRM system (Qalert/Qscend).

Orders, tracks, and maintains office supplies; makes travel reservations; reserves conference rooms for meetings.

Assists in assigning employees to work orders throughout Public Works as necessary.

Utilizes City Works as appropriate.

Assists in preparation of the departmental budget.

Cooperates with and assists other departments as necessary.

May be expected to work holidays as necessary.

May be expected to work overtime as necessary.

Performs related work as assigned.

Responsibilities, Requirements and Impacts

Data Responsibility:

Data Responsibility refers to information, knowledge, and conceptions obtained by observation, investigation, interpretation, visualization, and mental creation. Data are intangible and include numbers, words, symbols, ideas, concepts, and oral verbalizations.

Collects, classifies or formats data or information in accordance with a prescribed schema or plan to facilitate the identification and extraction of useful information.

People Responsibility:

People include co-workers, workers in other areas or agencies and the general public.

Speaks with or signals to people to convey or exchange information of a general nature.

Asset Responsibility:

Assets responsibility refers to the responsibility for achieving economies or preventing loss within the organization.

Requires some responsibility for achieving minor economies and/or preventing minor losses through the handling of or accounting for materials, supplies or small amounts of money.

Mathematical Requirements:

Mathematics requires the use of symbols, numbers and formulas to solve mathematical problems.

Uses addition and subtraction, multiplication and division and/or calculates ratios, rates and percents.

Communications Requirements:

Communications involves the ability to read, write, and speak.

Reads routine sentences, instructions, regulations, procedures or work orders; writes routine sentences and completes routine job forms and incident reports; speaks routine sentences using proper grammar.

Judgment Requirements:

Judgment requirements refer to the frequency and complexity of judgments and decisions given the stability of the work environments, the nature and type of guidance, and the breadth of impact of the judgments and decisions.

Responsible for guiding others, requiring a few decisions, affecting the individual and a few co-workers; works in a stable environment with clear and uncomplicated written/oral instructions, but with some variations from the routine.

Complexity of Work:

Complexity addresses the analysis, initiative, ingenuity, concentration and creativity, required by the job and the presence of any unusual pressures present in the job.

Performs semi-skilled work involving set procedures and rules, but with frequent problems; requires normal attention with short periods of concentration for accurate results or occasional exposure to unusual pressure.

Impact of Errors:

Impact of errors refers to consequences such as damage to equipment and property, loss of data, exposure of the organization to legal liability, and injury or death for individuals.

The impact of errors is moderate affects those in work unit.

Physical Demands:

Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.

Performs sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations.

Equipment Usage:

Equipment usage involves responsibility for materials, machines, tools, equipment, work aids, and products.

Handles or uses work aids involving some latitude for judgment regarding attainment of a standard or in selecting appropriate items.

Unavoidable Hazards:

Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.


Safety of Others:

Safety of others refers to the level of responsibility for the safety of others, either inherent in the job or to ensure the safety of the general public. (Does not include safety of subordinates).

Requires some responsibility for safety and health of others and/or for occasional enforcement of the standards of public safety or health.

Minimum Education and Experience Requirements:

Requires a High School Diploma or GED and one (1) year of experience in a closely related field; or any equivalent combination of education, training, and/or experience providing the requisite knowledge, skills and abilities to successfully perform the job

Requires knowledge in the use of a personal computer and in the application of Microsoft Office Products such as Microsoft Word and Excel. Experience with timekeeping and purchase order systems desired.

Requires proficiency or willingness to learn and be able to use other computer applications or software packages such as Customer Relationship Management (CRM) and City Works.

Core Competencies:

Knowledge, Skills & Abilities:

  1. Accountability takes responsibility for own actions.
  2. Adaptability responds positively to change.
  3. Communications listens, speaks and/or writes in a clear, concise and respectful manner.
  4. Customer Service provides courteous, accessible and quality assistance to internal and external customers.
  5. Initiative takes proactive action to complete work or resolve issues
  6. Judgment & Decision Making evaluates issues and makes sound factual decisions.
  7. Professional Development - seeks opportunities to enhance technical skills and job knowledge.
  8. Teamwork & Cooperation collaborates with others to fulfill the City's vision and achieve departmental goals and strategic objectives.

Additional Qualifications:

  1. Must have the ability to provide documentation verifying legal work status.
  2. Ability to read and speak the English language proficiently in order to communicate and interact with others; to understand and interpret safety instructions; and to respond to internal and external inquiries.
  3. Ability to understand and comply with City and departmental guidelines, policies, procedures and expectations.

This job description has been designed to indicate the general nature and level of work that may be performed by an employee. It is not designed to contain or be interpreted as a comprehensive inventory or list of all of the duties, responsibilities and qualifications required of employees assigned to this job. Supervisors/Managers and/or Department Heads may also assign additional or other lawful duties as may be necessary and/or required. The City reserves the right to modify or change this job description at any time, for any lawful reason, with or without notice. This job description is not, and should not be construed or implied to be a contract, promise or guarantee of continued employment.

Americans with Disabilities Act Compliance

The City of Charleston, WV is an Equal Opportunity Employer. The ADA requires the City to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.

Job Posted by ApplicantPro

Keywords: City Of Charleston, Charleston , Administrative Assistant I, Other , Charleston, West Virginia

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