Administrative Assistant III

This is advanced administrative support and coordination work. An employee in this class is responsible for the coordination, monitoring, and supervision of the work of other administrative support personnel, and/or for planning, coordinating and performing the administrative support activities of a City-wide project or office. Works under general supervision with considerable opportunity for exercising independent judgment in carrying out the duties and responsibilities of the job, in setting priorities and procedures for the work and in delegating to others. Operates a variety of office equipment such as a personal computer with standard and customized business software, printer, photocopier, fax machine, calculator and scanner. Answers inquiries from management, employees, and the general public. Audits, validates, and corrects records kept in the field or sent in by other departments. Prepares division payrolls and initiates and/or approves a variety of forms such as purchasing requisitions, direct pays, invoices, and report of receipts. Establishes and maintains manual and computerized file and database systems. Traces, reviews and reconciles records and support documents and determines corrective measures for adjusting inconsistencies and errors. Plans, supervises and performs the preparation of all correspondence, reports and other documents, the processing of invoices, the processing of mail, the answering of phones and the greeting of visitors. Prepares written reports of explanation when necessary. Processes and prepares summary reports of routine City-wide activity such as payroll, garnishments, travel vouchers, and mileage deductions. Coordinates and participates in the maintenance of division records in accordance with the City and division's public records policies. Researches and compiles background data necessary to assist supervisor and staff. Reconciles checks, statements, utility bills, and computer summary reports. Maintains office supply inventories and coordinates purchasing activities. Makes travel arrangements and prepares or verifies required documentation. Schedules and coordinates meetings, meeting sites and appointments for staff as needed. Supervises lower level office support staff including the completion of performance evaluations, training, and counseling employees. Audits the posting of general and subsidiary ledgers, the cross-indexing, balancing, and reconciliation of a variety of records and computations such as for costs, assessments, and interest. Initiates personnel requisitions for the division or department manager. May coordinate or provide administrative support for a City-wide project or program. May be responsible for the maintenance of content of the department or division web site. Performs related work as required.