Administrative Assistant IV

City of Akron•Akron, OH

About The Position

This is advanced administrative support and coordination work for a major division or bureau. An employee in this class is responsible for planning, coordinating, supervising and performing administrative support activities for selected City managers. Works under general supervision with considerable opportunity for exercising independent judgment in carrying out the duties and responsibilities of the job.

Requirements

Graduation from an accredited high school or GED
A minimum of two years of paid experience at the advanced administrative support level.
Considerable knowledge of business English usage, including spelling, punctuation, and grammar.
Considerable knowledge of standard office practices and procedures, including the design and maintenance of computerized and manual record and database systems.
Considerable knowledge of document format construction.
Knowledge of the organization, functions and protocol of the government of the City of Akron.
Knowledge of City rules governing divisional purchasing, payroll, and accounting.
Knowledge of City rules governing personnel activities and transactions.
Knowledge of principles and processes for providing administrative support and excellent customer service.
Skill in establishing and maintaining effective working relationships with other persons.
Skill in the use of standard office equipment for purposes of communicating, duplicating, data entry and retrieval, and word processing.
Skill in the composing and preparation of business letters and other documents using proper spelling, grammar, punctuation and format construction.
Skill in the development, documentation and implementation of office activity procedures and operations.
Skill in establishing, maintaining, and analyzing complex records and accounts.
Skill in accurately carrying out a number of clerical accounting transactions through multiple steps and in tracing such activity through previous steps in order to locate errors, gather specific information, or develop procedural explanations.
Skill in carrying out mathematical calculations and in formatting and presenting standard statistical data.
Skill in planning, coordinating and supervising the clerical activity of other employees.

Responsibilities

Plans, schedules and coordinates the preparation of all correspondence, reports and other documents, the maintaining of division records, the processing of mail, the answering of phones and the greeting of visitors.
Establishes and maintains manual and computerized file and database systems in accordance with City or division public records policies.
Answers inquiries from management, employees and the general public utilizing personal judgment regarding the sensitivity of the issue, public relations considerations and supervisor's policy.
Schedules and coordinates meetings, meeting sites and appointments for manager and staff as needed.
Makes travel arrangements and prepares required documents.
Researches, develops, documents and implements office administrative activities and procedures.
Traces, reviews and reconciles records and support documents and determines corrective measures for adjusting inconsistencies and errors.
Operates a variety of office equipment such as a personal computer with standard and customized business software, printer, photocopier, fax machine, scanner, and calculator.
Researches and compiles background data necessary to assist manager and staff.
Prepares correspondence for signature.
Gathers and inputs information required for personnel requisitions.
Coordinates and participates in a variety of special projects and programs.
Initiates a variety of forms such as purchasing requisitions and direct pays, verifies payment to correct codes, and other related clerical accounting duties.
Maintains office supply inventories and coordinates purchasing activities.
Takes and/or transcribes minutes of meetings or other record of proceedings.
Prepares division payrolls.
Performs related work as required.