Administrative Assistant

City of Toledo; Toledo (OH); On-site; USD 38,000 - 48,000; Full time

Job summary

The City of Toledo is seeking a detailed and reliable administrative professional to perform secretarial functions for a department head, City Council or the Mayor's Office; you will use initiative and judgment to support operations, maintain confidential records, and handle a range of administrative tasks.

Responsibilities include coordinating communications, preparing documents, scheduling meetings, transcribing dictation, and ensuring accuracy in payroll, personnel and purchasing records

Qualifications

• Graduate from high school or GED.
• Four years of office work experience, with at least two years using a word processing program.
• Typing at 60 words per minute and dictation at 120 words per minute.
• Associate degree may substitute for one year of general or PC experience.
• Possession of a valid driver’s license.

Responsibilities

• Provides information on City programs to staff and the public, in person or by phone.
• Responds to citizen/employee complaints or directs to appropriate personnel.
• Types correspondence and materials on confidential topics.
• Composes and prepares routine correspondence and signs supervisor's name.
• Schedules meetings and makes reservations.
• Takes and transcribes dictation, including minutes.
• Receives, opens, and distributes mail.
• Prepares and maintains payroll, personnel, and purchasing records.
• Reviews confidential materials and suggests revisions to policies or agreements.
• Works with management on confidential data and bargaining materials.
• Operates office equipment; may train staff.
• May supervise clerical staff and participate in disciplinary actions.
• Other duties as required.

Skills

Dictation transcription

Typing / word processing

Verbal and written communication

Confidentiality

Basic math

Education

High school diploma or GED

Associate’s Degree in Administrative Office Technology / Business Management Technology or related

Tools

Word processing software

Personal computer

Typewriter

Job description

POSITION SUMMARY:

Under direction performs work of moderate difficulty in completing secretarial functions for a department head, City Council or the Mayor's Office; uses initiative and independent judgment in making decisions on a variety of problems in accordance with established policies and procedures; performs related work as required.

ESSENTIAL JOB FUNCTIONS:

• Receives and dispenses information regarding City programs and services to City administrative/management personnel, employees, and the general public, either in person or over the telephone.
• Responds to citizen/employee complaints and/or directs them to appropriate personnel for resolution.
• Types correspondence and other materials on a variety of general and technical topics of a highly confidential matter.
• Composes and prepares correspondence on routine matters and signs supervisor's name as authorized.
• Schedules meetings and appointments and makes necessary reservations.
• Takes and transcribes dictation, including minutes of meetings.
• Receives, opens, prioritizes and distributes mail.
• Prepares, processes and maintains a variety of complex records, which may include payroll, personnel and purchasing activities.
• Reviews correspondence, materials and other records of a confidential nature, including but not limited to, grievances, disciplinary actions, legislation, administrative policies and procedures and collective bargaining agreements, including supportive documentation and recommended revisions to same.
• Works in a close continuing relationship with management on sensitive and confidential information and in conducting routine research to provide statistical and substantive data used in departmental and divisional matters and/or the collective bargaining process.
• Operates all office equipment.
• May train and provide work direction for lower-level clerical staff.
• May exercise supervisory authority in initiating disciplinary procedures against clerical staff members.
• Performs other duties as required.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge of:

• Modern office procedures, practices, and equipment.
• Terminology, forms, and documents pertinent to position assignment.
• Business English, spelling, and punctuation.
• Numerical and alphabetical filing systems.
• Basic mathematics.
• Departmental rules, regulations, and procedures governing assigned work.
• The functions of other City divisions and departments.
• City administrative and accounting procedures.

Skill in:

• Taking and transcribing oral dictation.
• The operation of a typewriter and/or personal computer and other related office equipment.
• Making basic mathematical computations accurately and with reasonable speed.
• Verbal and written communication.

Ability to:

• Maintain confidentiality of information and materials.
• Understand and follow verbal and written instructions.
• Maintain a variety of office records or reports.
• Establish and maintain effective working relationships with others.

PHYSICAL DEMANDS:

The physical demands described within this job description must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

In this position, the employee will frequently stand, walk and sit. The employee will frequently write. Speaking and listening are constant essential functions of this position.

WORK ENVIRONMENT:

The work environment described within this job description will be encountered while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee is frequently indoors. The noise level in the work environment is usually low. Occasional travel to various worksites may be required.

REQUIRED EDUCATION, EXPERIENCE, AND CERTIFICATIONS:

• Graduation from high school or General Educational Development (G.E.D.) Tests equivalency. Candidates for positions having the following major work function must meet the minimum experiential requirements and be able to pass the required skills test(s) at the minimal rate of speed indicated.
• Four (4) years of office work experience, of which two (2) years must have included the use of a word processing program on a personal computer.
  • Graduation from an accredited college or university with an Associate’s Degree in Administrative Office Technology, Business Management Technology, or a closely related area may be substituted for one (1) year of either general or personal computer experience.
• Must be able to type at the rate of 60 words per minute using a personal computer having a word processing package. Position assignment may require the ability to take dictation at the rate of 120 words per minute.
• Position assignment may require the possession of a valid driver’s license.

PREFERRED EDUCATION, EXPERIENCE AND CERTIFICATIONS:

• None