Administrative Assistant II

Administrative Assistant

The Administrative Assistant for the Central Services Department provides essential administrative and operational support encompassing Facilities Management, Fleet Operations, Risk Management, Real Estate, and Central Purchasing. Incumbent duties include maintaining comprehensive digital records; facilitating interdivisional communication; processing payroll time entries; entering requisitions; creating and reconciling purchase orders and invoices; monitoring budget allocations; generating performance and budgetary reports; managing complex calendars; identifying opportunities for process improvement; and upholding the highest standards of confidentiality and professionalism to ensure seamless delivery of departmental services. This is a critical front-facing role that liaises with the Department Director and leadership team, City personnel in all departments, visitors, and the public.

Essential Job Functions include :

• Maintain a high degree of initiative, discretion, and skill in managing diverse administrative tasks across multiple service areas;
• Make independent routine decisions consistent with city and departmental policies and procedures;
• Receive and screen all visitors and telephone calls to the office;
• Assist with informational enquiries for service or information and refer calls to the appropriate staff member or departmental officer;
• Receive and processes routine correspondence and maintain records for accounting and reporting purposes;
• Improve administrative processes and complete tasks across the entire department;
• Coordinate daily schedules of appointments, conferences, and meetings on behalf of the Department Director and take initiative to adjust schedule to accommodate high priority requirements and provide alternate solutions;
• Process requisitions, purchase orders, invoices, reimbursements, payroll and monthly financial reconciliations for the department utilizing the City's financial software;
• Assemble budget records and work with the Director to plan, track, and report on program budgets and spending;
• Assist the Department Director with preparation of the annual departmental budget;
• Perform a wide variety of clerical duties, including receiving and responding to emails and letters, tracking documents and contracts, recording and distributing notes from meetings, keeping appropriate records and files, maintaining office supplies and equipment;
• Identify workflow inefficiencies; proposes and implement process and digitization improvements;
• Support special initiatives such as software rollouts, sustainability programs, and interdepartmental audits; and
• Perform other related duties as assigned by the Department Director or City Manager.

Qualifications include :

Education and Experience

Graduation from an accredited high school or equivalent, plus three (3) years of experience in general clerical or administrative assistant roles to provide the knowledge, skills and abilities for the position.

Special Qualifications :

Possession of a valid Maryland Driver's License or the ability to obtain same with 30 days of employment.

Preferred Qualifications :

Knowledge, Skills and Abilities :

Physical / Mental Demands :

Exercises a high degree of independence while performing a wide variety of support services.

The work requires some walking and standing in the performance of daily assignments. Lifting of lightweight items and bending is required in stocking of supplies.

Working Conditions :

Work is performed in a dynamic environment that requires the need to be sensitive to change and responsive to changing goals, priorities, and needs.