Administrative Assistant (animal Services)

Administrative Assistant (Animal Services)

Job Class: 6506 Department: Animal Services Reports to: Assigned Supervisor

Summary: Under basic supervision, performs a variety of responsible administrative, technical support, and customer service duties, using knowledge of the operations and policies of City and assigned department.

Essential Functions:

• Performs administrative and technical support functions for assigned department, requiring an understanding of local government operations and City services; maintains information confidentiality and performs duties with discretion and within the scope of authority; duties may vary according to job assignment and work skills.
• Performs experienced clerical, technical, and administrative duties, including special projects, special program activities, managing calendars, coordinating activities, data management, record keeping, payroll, accounting, and research.
• Manages special projects and programmatic assignments, requiring knowledge of operations, policies, and procedures of the City and the assigned Department.
• Maintains and updates a variety of computer databases and files; enters, edits, and retrieves data, and prepares reports; reviews and processes invoices and requisitions.
• Compiles information and materials for special assignments and projects.
• Processes a variety of administrative forms, maintains and updates City records and information tracking systems; prepares correspondence, reports, accounting records, and administrative documents.
• Maintains personnel and payroll files; researches files and computer databases; assures all administrative actions are in compliance with City policy, procedures, and guidelines.
• Purchases and distributes supplies and manages inventory; works with vendors, verifies deliveries and services, and resolves customer service and technical issues.
• Provides informed and confidential technical assistance to customers and others having business with the City; assists customers with requests, applications, and other documents; retrieves and releases information according to City procedures.

• Explains City rules, policies, and procedures.
• Supports the divisional operations with regular and timely attendance.
• Arranges and schedules appointments and meetings; assists with the annual budget process.
• Screens visitors and phone callers; resolves issues and complaints as appropriate.
• Supports the relationship between the City of Odessa and the general public by demonstrating courteous and cooperative behavior when interacting with visitors and City staff; maintains confidentiality of work-related issues and City information; performs other duties as required or assigned.

Minimum Qualifications:

Education, Training and Experience Guidelines: High School Diploma or GED required; AND two years' clerical and computer experience.

Knowledge of:

• Policies, rules, and regulations covering specific areas of assignment.
• City administration policies, including accounting, budgeting, payroll, purchasing, and personnel rules.
• Operations, services, and activities performed by assigned department.
• Methods, procedures, and standards for public sector accounting, record keeping, file maintenance, and records management.
• Methods and techniques of researching and compiling data for reports and presentations.
• Customer service principles, protocols, and methods.
• Business computers and standard MS Office software applications

Skill in:

• Understanding, and applying relevant rules, ordinances, codes, regulations, administrative orders, and other governing regulations.
• Interpreting and explaining policies and procedures of assigned department.
• Researching and compiling data for reports and technical documents.
• Dealing tactfully and courteously with the public.
• Following verbal and written instructions and procedures.
• Entering data with high levels of accuracy and productivity.
• Establishing and maintaining cooperative working relationships with co-workers.
• Communicating effectively verbally and in writing.

License and certification requirements: Notary public is a plus.

Physical demands and working environment: Work is performed in a standard office environment.