Job: Administrative Assistant IV

GENERAL STATEMENT OF JOB
Under the direction of the Director of Planning and Development, Long Range Planning Manager and Economic Development Manager or other professional planning staff as assigned, this Administrative Assistant IV supports the Planning and Development Department and Economic Development activities within the City Manager’s Office with a commitment to perform duties consistent with the City’s Organizational Values in all interactions with other departments, elected and appointed officials, businesses, citizens, contractors and other customers; manages schedules and calendars including arranging meetings and appointments; makes independent decisions and works with minimal supervision; prepares correspondence of a highly technical, sensitive and/or confidential nature; responds to certain correspondence as requested; leads special projects as assigned; writes reports; and assists in the development of other administrative staff. Serves as liaison for the Director of Planning and Development, Long Range Planning Manager and Economic Development Manager by communicating information, requests and direction to others as requested; serves as recorder for various meetings; acts upon priorities; schedules and coordinates logistical arrangements for city events as needed; organizes and coordinates work flow; establishes priorities and deadlines; reviews work for accuracy, timeliness and conformance with procedures and processes.

ESSENTIAL DUTIES

Provide administrative and clerical support to the Director of Planning and Development, Long Range Planning Manager and Economic Development Manager in a politically sensitive environment.

Coordinate the flow of information into and out of the Director of Planning and Development, Long Range Planning Manager and Economic Development Manager’s offices with all other City departments and outside agencies.

Coordinate and organize calendars, appointments, meetings, training and other activities for the Director of Planning and Development, Long Range Planning Manager and Economic Development Manager.

Schedule and organize evening committee meetings, to include taking minutes and meeting room set-up; attend a minimum of two evening meetings per month as required.

Produce and distribute agendas for various groups and meetings, typing a summary or minutes as directed. Coordinate and prepare for all Planning and Development Management meetings, Planning and Development All Staff meetings, Planning and Engineering Divisions All Staff meetings, and City Manager and P&D Director meetings.

Establish, develop and maintain filing systems, retrieving and updating information as needed.

Organize and prioritize large volumes of information and calls.

Open departmental mail and draft written responses, replying by telephone or e-mail, when necessary or as directed.

Work in cooperation with other administrative staff to cover telephones and front reception responsibilities as requested.

Answer telephone, take messages and respond to or direct responses to all routine questions and requests for information.

Act as a liaison with other departments and outside agencies, including high-level staff such as City Manager, City Attorney and other internal or external staff and contracted personnel.

Handle confidential and non-routine information and explain policies when necessary.

Write, develop and design general correspondence, memos, presentations, charts, tables, graphs, business plans, and so forth, as directed.

Proofread staff reports, memos and other materials for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy so as to minimize need for managers to review same material.

Coordinate monthly department report (Centennial Compass) and City Council action follow-up with the City Manager’s Office to ensure receipt of complete and timely information.

Track department staff assignments to citywide committees.

Facilitate the development of new and updated Department written policy memos and maintains Department’s Policy Memo Notebook, ensuring distribution of table of contents and new policies to all appropriate offices, divisions and departments; maintain the Daily Planner Notebook.

Work independently and within a team on projects.

Act as a project manager for special projects, as requested.

Organize and plan events occurring within the City offices, as requested.

Perform simple copying, distribution and mailing of sensitive documents.

Other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES

Requires high-level knowledge of a variety of computer software applications in word processing, spreadsheets, database and presentation software (MS Office Professional 2007 - MSWord, Excel, Access, Outlook and PowerPoint).

Adobe and Publisher a plus.

Modern office terminology, procedures, equipment and records management.

General math, bookkeeping and English composition.

Municipal program and operations.

City codes, ordinances, policies and procedures.

Skills:

Requires high-level interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact and diplomacy.

Requires continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines. Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple, competing tasks and demands.

Requires skill in typing accurately at a high rate of speed.

Requires skill in accurately taking and transcribing minutes.

Requires skill in operating modern office equipment.

Requires skill in efficient office management, including filing and records management.

Requires skill in effective oral and written communication.

Requires skill in coordinating multiple tasks to meet deadlines.