This position serves as an integral member of the Welfare Department team, performing a variety of administrative functions including preparing correspondence and reports, maintaining confidential records, scheduling, financial tracking, purchasing, processing invoices, and supporting departmental programs and special projects. The position also works closely with residents, landlords, community agencies, vendors, and other municipal departments while maintaining a high standard of customer service, professionalism, confidentiality, and respect.
The successful candidate will communicate effectively with individuals and families who may be experiencing financial hardship, housing instability, crisis, or other significant personal challenges. The position requires the ability to remain calm, professional, personable, and respectful when interacting with individuals from a wide range of backgrounds and life circumstances. Responsibilities may include providing general information about local welfare and other available community resources, using effective questioning to obtain or clarify information, making appropriate referrals, and assisting with the intake process as needed, while ensuring the respectful and consistent application of departmental policies, procedures, and established practices.
Statement of Duties
Highly skilled, administrative, bookkeeping and clerical work to support the activities of the Department; all other related work as required.
Works to anticipate, meet and exceed customer service expectations in a positive and professional manner.
Supervision
Works under the general supervision of the Department Head or designee. Generally establishes own work plan and priorities to complete routine work assignments. New or unusual assignments may require additional instruction and supervisory review.
Performs varied, responsible clerical and administrative duties, which require the frequent exercise of independent judgment and initiative. Must have a working knowledge of bookkeeping principles, purchasing methods, data processing techniques, and departmental operations with some guidance from supervisor.
Job Environment
Most work is performed under typical office conditions. May be required to attend board and committee meetings to take minutes and officially record actions taken.
Operates a computer and general office equipment, such as a personal computer, calculator, copier, and telephone.
Makes frequent contact with the general public, lawyers, city employees, local officials, municipal building tenants, as well as officials of outside agencies. Contact is by telephone, in person, and correspondence and personal meetings.
Has access to department confidential information, such as bid proposals, reports and personal information regarding citizens and clients receiving service. Has access to litigation documents, and to confidential communication between the department, citizens, clients, employees, and other outside agencies.
Errors in the application of established departmental clerical procedures could result in monetary loss, reduced levels of service confusion and delay in the provision of services and could have legal and/or financial repercussions for the city.
The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.
Special Note: This class of Administrative Assistant II, is common to several city departments where the duties are of similar complexity and responsibility, but where the actual work tasks are apt to be somewhat different.
Prepares correspondence, reports, minutes of committee meetings, grant applications as well as official correspondence from the Department Head and other professional department staff.
Answers and screens in-coming telephone calls, clients and visitors; routes, responds to and keeps track of citizen concerns and complaints. Responsible for facility schedule maintained by department.
May attend a counter or reception desk, answering inquiries and complaints of a routine nature; explains appropriate procedures, regulations or policies based on knowledge of office functions, programs or operations of the department.
Reviews applications for licenses, variances, permits, general assistance, etc., for completeness and accuracy. Schedules appointments/inspections for department staff.
Various Boards and Committee functions: Organize and schedule meetings, prepare agendas, attend meetings to take minutes.
Manager social media or webpage for department.
Maintains logs and files of department records, maps, reports and correspondence.
Assists in the preparation of official documents such as the budget, lease agreements, department payroll, payables, bid documents and official correspondence to ensure accuracy and compliance with collective bargaining agreements, local and state laws and policies.
Maintains detailed and accurate financial records pertaining to the operations of the department; may reconcile various department balances to business office according to standard office procedures; performs basic arithmetic computations to maintain record of reimbursements and fees collected.
Files workers compensation and liability claims.
Attends staff meetings and meetings with other agencies as required.
Manages the procurement of materials, supplies and department inventory in accordance with City procedures; performs other similar or related work as required or as the situation dictates.
