(7)AR 011607 Full time Administrative Assistant

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CITY OF COLTON ADMINISTRATIVE ASSISTANT DEFINITION: Under general supervision of a department head, provides varied, complex and often confidential secretarial and office administrative assistance to the department head, associated supervisory and professional staff. DISTINGUISHING CHARACTERISTICS: The Administrative Assistant class is the advanced journey level class in the Secretarial series responsible for regular contact with government officials, City Council or Board and Commission members, representatives of business or community organizations, the public and all levels of City personnel to exchange information and explain administrative policies and procedures. This class is distinguished by the nature, diversity and scope of responsibilities originating from the level of management support to a department head. This classification is distinguished from the Executive Secretary class in that the latter provides varied administrative and office support to executive -level management. SUPERVISION EXERCISED: May exercise technical and functional supervision over lower level clerical staff. ESSENTIAL FUNCTIONS: (include but are not limited to the following) General Administrative Assistant Responsibilities (applicable to all Administrative Assistants • Relieve managers and supervisors of certain administrative matters by following up on projects, transmitting information, keeping informed of pertinent activities, making appointments and maintaining calendars, reviewing and routing mail, ensuring the availability of office supplies, scheduling and arranging for meetings and making travel arrangements. • Receive and screen visitors and telephone calls, providing information, which may require the use of judgment and interpretation of City policies and procedures. • Research, compile and summarize a variety of informational materials, agenda items, and draft ordinances and resolutions. • May independently carry out defined projects in support of assigned department. • Type draft and a wide variety of finished documents from notes, brief oral instructions or printed materials. • Initiate specified correspondence independently for signature by appropriate management staff. • May assist in overseeing department expenditures, processing requests for payment, and coordinating other financial transactions with outside vendors and contractors; may be granted authority to authorize payments within prescribed limits. • Review finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English grammar usage. • Organize and maintain various administrative, reference, confidential and follow-up files.