Description

DEFINITION
Under general supervision, performs a variety of clerical and technical duties; provides customer services in person and by telephone; data entry related to assigned department and performs other related duties as required.

DISINGUISING CHARACTERISTICS
The Administrative Assistant I is the entry-level class in the Administrative Assistant series. This classification requires knowledge of based clerical functions, comptuer skills, data and documen t processing, and customer service principles. Based upon department assignment, incumbents may be responsible for providing first line customer services, comprising routine correspondences, filing, faxing, scanning, copying, distributing mail, monitored ordering office supplies, reviewing invoices, data entry and other duties as assigned.

Examples of Duties

ESSENTIAL FUNCTIONS
The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address the business needs and changing business practices.

ADMINSTRATIVE ASSISTANT I

• Provide first line customer service to internal and external customers, greets, received, screens and refers visitors/customers; operates a multi-line telephone; assists customers at a public counter and/or by telephone; provides general information, responds to routine-to-moderately difficulty inquiries, request or complaints from customers and the public; refers complex inquiries, requests or complains to appropriate staff.
• Composes routine correspondences t and proofreads/edits documents; updates and maintain spreadsheets, databases, and reports. Tracks and logs data for the department, division, or employees. Assists with reviewing invoices, purchase orders and requests for payments.
• Pick up, sorts, copies and distributes a variety of correspondences, deliveries, payments and mail; opens, logs and route mail, stuff sorts and prepares outgoing mail and documents for pick up; retrieves, delivers and sends faxes.
• Creates and maintains filing and record systems with a variety of subject matter to provide easy access to records and information. Provides retention of records as needed and/or requested and assists with records requests as needed.
• Maintains, monitor and assists with supplies and inventories, which may include ordering, stocking, and distributing of supplies.
• Make appointments and maintains/coordinate calendars and meetings.
• Establishes and maintains positive working relationships with representatives of community organizations, state/local agencies and associations, City management and staff, and public.
• Performance other duties as assigned.

Typical Qualifications

Any combination of education and experience that would provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

EDUCATION: A high school diploma or equivalent.

EXPERIENCE: One year of administrative, clerical or customer service experience providing technical or operations support. Experience in public agency setting is highly desired but not required.

LICENSE/CERTIFICATE: Possession or, ability to obtain, a valis Class C California drivers license prior to appointment.