Executive Administrative Assistant

City Wide•New Haven, CT

10d•Onsite

About The Position

This is a professional, skilled administrative/secretarial position. Work may involve a wide variety of administrative tasks performed with minimal supervision. The individual in this class is assigned to a position as an administrative assistant and confidential personal secretary to the department head or administrative official. The position entails administrative tasks, as well as secretarial tasks requiring independent action and judgment. Work requires a knowledge of departmental practices and procedures, and those of related departments and agencies. The individual may be required to develop and refine work routines, and to carry assignments through to completion. Work is reviewed through conferences and observation of results.

Requirements

Graduation from a recognized four-year college or university with major course work in business or public administration and 5 to 7 years experience in office management, including 1 to 3 years supervisory responsibilities; or any equivalent combination of training and experience.
Considerable knowledge of administrative practices, filing systems, recording and cross-indexing systems of records and grant files.
Ability to become familiar with state statutes, and provisions of the City Charter and ordinances relating to the powers and duties of the office of the department head and other related offices.
Considerable knowledge of office practices and methods and the ability to apply these to work problems.
Considerable knowledge in the use of computers and software such as Microsoft Word, Microsoft Excel, and Microsoft Access.
Ability to develop a knowledge of departmental rules, regulations, procedures and functions.
Ability to exercise good judgment, courtesy and tact in receiving official telephone calls and personal calls and in making proper disposition of their requests.
Ability to research or prepare material independently and translate it clearly and concisely.
Ability to work independently on difficult or complex administration and secretarial tasks assigned with minimal preliminary instruction.
Ability to plan and coordinate assignments, and to supervise clerical and other subordinate personnel.
Ability to maintain records and to prepare accurate reports.
Ability to establish and maintain effective working relationships with other divisions of municipal governmental and the general public.
Considerable skill and accuracy in transcription.
Considerable skill and accuracy in typing.
Current authorization to work in the U.S. without employer-sponsored visa support.

Responsibilities

Supervises and assigns work of other clerical staff members, and studies methods of office procedures for improvement of workflow.
Takes responsibility for all records and documents issued or received by the department.
Codes, indexes, files and supervises the filing of all materials in a possibly complex filing system.
Researches and assembles papers or briefs, records all other pertinent documents for hearings and meetings.
Prepares reports and letters regarding personnel matters for appropriate boards and agencies.
Screens telephone calls for department head; interviews and screens callers; receives complex calls that cannot be handled by other employees; receives and responds to requests for information and/or routes them for necessary action to the proper division or individual within the department; arranges and cancels appointments; prepares material pertinent to appointments.
Takes and transcribes dictation, which will include use of dictation equipment.
Performs related work as required.