Under general supervision, performs a wide variety of paraprofessional administrative/secretarial duties of a confidential nature for the Department Director; ensures flow of accurate information in a timely efficient manner; and performs related duties as assigned.
DUTIES AND RESPONSIBILITIES:
1. Performs a wide variety of paraprofessional administrative, secretarial and confidential functions and duties supporting the Department Director.
2. Manages and monitors the department director’s calendar, schedules and coordinates appointments, makes travel arrangements, and completes travel reimbursement documentation; coordinates and schedules of department meeting calendars.
3. Performs payroll functions such as preparing status change forms, maintaining timekeeping information, and processing and submitting information to the Finance Department.
4. Orders supplies, process purchase requisitions, monitors budget for the department, reconciles invoices and submits for payments to the Finance Department.
5. Composes, edits, and prepares correspondence, reports, and other departmental documents.
6. Designs and maintains specialized filing systems, document or library collections; coordinate special projects or committees as directed by the Department Director.
7. Respond to telephone or in-person inquiries; greets the general public and city officials, answers various inquiries personally; provides information on department services and functions.
8. Directs research, collection and compilation of data or information for report, agendas, plans and other documents as required.
9. Acts as liaison between the department director’s superior and direct reports and the general public.
10. May prepare and distribute outgoing electronic mail and correspondence on behalf of the Department Director, as authorized.
11. May serve as representative and liaison for the Department Director by disseminating directives, instructions, assignments and following up on the status of time sensitive items with the department.
12. May take minutes, record, and report meetings or proceeding for the Department Director.
13. Performs other related duties as assigned.