Administrative Assistant

City of Rockville - Rockville, MD4.1

Full-time
Job Summary
This position is responsible for performing difficult skilled clerical and intermediate administrative work to assist the assigned division manager or department director. The work requires a reactive approach involving regular contact within the department and periodic contacts with other departments, outside agencies, and the general public supplying or seeking information on specialized matters. The incumbent's general and administrative work is subject to general policy direction, practices, and procedures with general supervisory review by the supervisor, division manager, or department director. The incumbent participates with others in program development and service delivery with meaningful impact. The daily actions of the incumbent have direct impact on service delivery to Rockville citizens.

Essential Job Functions
Maintains daily correspondence on behalf of the City, including letters, memorandums, and emails.
Sets up and ensures maintenance of specialized files, record keeping systems, and databases.
Performs advanced clerical duties utilizing Microsoft Word, Excel, PowerPoint, and Access.
Screens incoming calls, correspondence, and visitors and answers questions and/or routes them as appropriate.
Prepares text, and conducts file searches, including Internet searches.
Performs a variety of research activities with minimal supervision.
Ensures confidentiality of records and correspondence.
Serves as staff support for one or more divisions within the department.
Drafts and prepares letters, memorandums, and reports.
May utilize specialized software in the recording, updating, and tracking of data, including asset management, the City financial system, and Excel spreadsheets.
Assists in the coordination of the preparation of the department's annual budget.
May serve as a staff liaison with City employees and other agencies, utilizing a reactive approach.
Schedules appointments and meetings within the agency for various departments and public citizens.
Receives inquiries from employees, the general public, or other agencies and supplies information as necessary.
Establishes work priorities and office procedures and coordinates efforts to ensure workflow throughout the department and to meet deadlines.
Participates with others or takes the lead in coordination of special projects.
Performs necessary secretarial duties including typing and filing, which utilize word processing and data processing equipment.
Receives and sorts incoming correspondence and prepares outgoing correspondence.
Prepares various specialty reports.
Answers telephone, interviews callers, and tactfully answers requests.
May attend board or commission meetings, and may take and transcribe minutes.
Gathers source materials for the preparation of reports, articles, memoranda, and other purposes and posts information to the City website.
Prepares and types contracts, collects receipts, and accounts for fees.
Makes and cancels appointments and relays messages and instructions to other employees in the name of the division manager or department head.
Reviews and edits reports and other documents for discrepancies or incompleteness.
Assists with liability, risk management, and insurance programs.
Maintains and monitors files and records and performs modifications as necessary.
Processes forms and questionnaires as well as maintains records.
Prepares requisitions for purchase of supplies and equipment.
Prepares, monitors, and tracks purchase requisitions, master agreements, and purchasing card reconciliations.
Updates staff appointments and calendars.
Ensures confidentiality of records and correspondence.
Performs other duties as required.
Qualifications

Education and Experience:
High school degree; or any equivalent combination of education and experience. Valid driver's license required.

Knowledge, Skills, and Abilities
Knowledge of or ability to rapidly acquire knowledge of, City government procedures and of the relationships between various City departments.
Knowledge of methods, principles, and techniques associated with research, data collection, and report preparation.
Ability to establish and maintain effective working relationships with representatives of various government and private organizations, employees, and the general public.
Ability to communicate effectively both orally and in writing.
Ability to prioritize multiple competing assignments.