ADMINISTRATIVE ASSISTANT (PROVISIONAL) DPW

City of Buffalo; New York (NY); On-site; USD 55,000 - 75,000; Full time

Job summary

City of Buffalo seeks an experienced Administrative Assistant to manage office operations and liaise across departments. The role involves independent judgment in planning and coordinating non-technical activities to support a department head.

Duties include handling mail, budgeting support, data gathering, and supervising records, payroll, purchasing, and administrative procedures. Strong written and oral communication and PC skills are essential.

Qualifications

• Bachelor's Degree from an accredited college or university and two years of full-time office management experience in accounting, public administration, personnel administration, financial management, or related field; one year in a supervisory capacity.
• Associate's Degree from an accredited college, technical or business institute and four years of full-time office management experience; one year in a supervisory capacity.
• Graduation from High School and six years of full-time office management experience; one year in a supervisory capacity.
• Equivalent combination as defined by A, B and C.

Responsibilities

• Assist department head/administrator in carrying out the details of a business office.
• Read incoming mail, conduct general correspondence and route balance to proper official or unit.
• Process and follow up various types of requests and claims.
• Interview office callers, media, salesmen and others and furnish general information about departmental functions and activities.
• Coordinate and supervise the maintenance of departmental account-keeping records, personnel records and preparation of payrolls.
• Supervise the requisitions, purchasing, receipt and inventory of departmental supplies and equipment and the processing of related records.
• Assist in the preparation of departmental budget, secure budget estimates, perform budget estimate studies and maintain budget control.
• Collect and compile data and statistics, prepare organizational workflow and efficiency studies and submit recommendations for improvement of procedures.
• Maintain contacts with units within the department, with other city departments, public and private agencies to assist in solving mutual problems, developing improved services and building good will.
• Coordinate compliance with civil service job procedures, appointments, promotions and transfers; provide guidance and training for new employees in office procedures, routines and methods.
• Monitor departmental programs or projects and recommend adjustments when needed.
• Maintain and update departmental records to be used in carrying out the details of a business office.
• Input data in word processor, personal computer etc.
• Perform related work as required.

Skills

Office management

Personnel management

Budgeting

Team supervision

Public relations

Written communication

Interpersonal skills

PC proficiency

Education

Bachelor's degree and 2 years experience

Associate's degree and 4 years experience

High School Diploma and 6 years experience

Equivalent combination

Tools

None

Job description

This is an important administrative position involving office management and liaison work requiring frequent exercise of independent judgment in planning and coordinating the non-technical activities of a department or major unit. Incumbents assist a department head or administrator in handling the details of the business office in order to free the administrator for planning, policy-making, programming and coordinating. Incumbents gather data for administrative studies and may make determinations/recommendations of methods for handling a wide variety of administrative problems. This position differs from Senior Administrative Assistant in that the duties of the latter position are concerned with the responsibility for the management of a complex business office and may also be responsible for decisions in a technical field subject to the approval of the head of the department. Routine duties for the Administrative Assistant are performed with general directions regarding objectives, policies and procedures. Supervision is received from the department head/administrator and incumbents exercised supervision over personnel assigned.

TYPICAL WORK ACTIVITIES

• Assists department head/administrator in carrying out the details of a business office;
• reads incoming mail, conducts general correspondence and routes balance to proper official or unit;
• processes and follows up various types of requests and claims;
• interviews office callers, media, salesmen and others and furnishes general information about departmental functions and activities;
• Coordinates and supervises the maintenance of departmental account-keeping records, personnel records and preparation of payrolls;
• Supervises the requisitions, purchasing, receipt and inventory of departmental supplies and equipment and the processing of related records;
• Assists in the preparation of departmental budget, secures budget estimates, performs budget estimate studies and maintains budget control;
• Collects and compiles data and statistics, prepares organizational workflow and efficiency studies and submits recommendations for the improvement of procedures and solutions of administrative problems;
• Maintains contacts with units within the department, with other city departments, public and private agencies to assists in solving mutual problems, developing improved services and building good will;
• Coordinates compliance with civil service job procedures, appointments, promotions and transfers; Provides guidance and training for new employees in office procedures, routines and methods;
• Monitors departmental programs or projects and recommends adjustments when needed;
• Maintains and updates various departmental records to be used in carrying out the details of a business office;
• Inputs data and information in word processor, personal computer etc.;
• Performs related work as required.

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Continuous and permanent status in any city department as an Assistant Collections Officer, Assistant Operations Supervisor, Associate Account Clerk, Associate Tax Clerk, Senior Tax Clerk, Legal Secretary, Principal Clerk, School Clerk, Senior Account Clerk, Senior Account Clerk-Typist, Senior Account Clerk-Stenographer, Senior Clerk, Senior Data Processing Equipment Operator, Senior Inventory Clerk, Senior Rate Clerk, Senior Typist, Senior Stenographer, Stenographic Secretary, Contract and Specifications Clerk, Chief Teller, Head Teller, Teller, Traffic Clerk, Traffic Agency Representative, and Traffic Record Technician, Water Service Adjustor for one year.

Open Competitive

• (A)Bachelor's Degree from an accredited college or university and two years of full-time office management experience in the field of accounting, public administration, personnel administration, financial management or a closely related field; one year of which must have been in a responsible administrative or supervisory capacity;
• OR,
• (B)Associate's degree from an accredited college, technical or business institute and four years of full-time office management experience in the field of accounting, public administration, personnel administration, financial management or a closely related field; one year of which must have been in a responsible administrative or supervisory capacity;
• OR,
• (C)Graduation from High School, GED or Equivalency Diploma and six years of full-time office management experience in the field of accounting, public administration, personnel administration, financial management or a closely related field; one year of which must have been in a responsible administrative or supervisory capacity;
• OR,
• (D)An equivalent combination as defined within the limits of A, B and C.
• NOTE: Verifiable part-time experience will be pro-rated to meet full-time experience, requirements.
• Proof of education must be presented at time of appointment.

THE CITY OF BUFFALO IS AN EQUAL OPPORUNITY EMPLOYER

FULL PERFORMANCE KNOWLEDGE, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS,

• Thorough knowledge of the principles and practices of office management and personnel management;
• Working knowledge of principles of account keeping and budgets;
• Ability to organize, assign, coordinate and review the work of others;
• Public Relations;
• Ability to understand and interpret written material;
• Ability to get along well with others;
• Ability to present oral comments and opinions clearly and concisely;
• Ability to operate a personal computer in the use of application programs etc.;
• Physical condition commensurate with the demands of the position.