The variety of work differs among program positions. Some positions within this class will also maintain cost, financial, inventory, manpower or other specialized reports in order to account for and evaluate items purchased, services rendered, productivity or other control oriented activities. This is accomplished by keeping records such as fees collected, quantity and quality of items purchased, credit or reimbursement due, positions or space needed, and availability of stock.
Duties involve responsibility for a significant part of the work process. Assistance is normally available from a superior when unusual or difficult problems arise. This class is distinguished from the Office Support Specialist II by the need to perform a variety of tasks requiring independent decision-making and the interpretation of policies, practices and procedures.
- Exercised: Classification typically does not supervise;
- Received: Incumbent reporting relationship is based on department;
- Note: Other reporting relationships may apply.
Example of Duties: The Department of Public Utilities – Water Treatment Division is seeking to fill the position of Administrative Program Support Assistant. This position provides administrative and budget tracking support to the Deputy Director II, Water Treatment. Water Treatment includes operations, maintenance and engineering for both the water and wastewater treatment plants; water distribution maintenance and engineering; and operations of the Laboratory and Pretreatment programs.
Duties include, but are not limited to:
- Compiling and assembling complex information for others and prepares various reports, such as budget tracking, as needed;
- Performing administrative work of moderate difficulty and complexity and have general knowledge of all areas of the Department of Public Utilities and other City Agencies;
- Interfacing with and processing select documents for managers from all areas of the Deputy’s portfolio and also assisting with managing the Deputy’s calendar, emails and project files;
- Providing administrative support to the Deputy Director II, and her direct reports, as necessary with tasks involving the Deputy Director II;
- Meeting with reporting managers at their offices, when necessary;
- Tracking and monitoring inquiries from customers, developers, contractors, consultants, vendors and other entities doing business with the water and wastewater utilities;
- Preparing written communications and reports;
- Drafting correspondence, schedules, memos, spreadsheets and organization charts;
- Maintaining filing system and serving as Records Manager for the Deputy Director;
- Maintaining calendars and monitoring payroll activities and procedures;
- Proofreading and editing documents for accuracy and format prior to submitting for Deputy’s approval and distributes documents as required;
- Tracks procurement activity for the division;
- Providing procurement and accounts payable assistance, when requested;
- Making travel arrangements for the Deputy Director, as required;
- Processing all Travel Advances and Settlements for the reporting managers and their employees;
- Greeting visitors and directing and answering inquires of internal and external customers
- Performing special projects, as required.
Qualifications, Special Certifications and Licenses: Minimum Qualifications:
- Requires high school diploma and training equivalent to two years of college with emphasis in accounting, record keeping, and or payroll principles;
- Requires one year of experience;
- An equivalent combination of training and experience (as approved by the department) may be used to meet the minimum qualifications of the classification;
- No Special Certification or License required.
- At least two (2) years of experience as an administrative assistance;
- Professional demeanor with the ability to set and meet deadlines;
- Strong communication skills and the ability to tactfully interact with other departments, employees, consultants and contractors;
- Experience with Accounts Payable;
- Excellent organizational skills and attention to details is critical;
- Experience with Microsoft Word, Outlook, Excel and Internet research is needed;
- Experience with an Oracle based financial system (such as RAPIDS) also a plus;
- Valid Driver’s License.
Americans with Disabilities Act Requirements: PHYSICAL AND DEXTERITY REQUIREMENTS:
Physical and dexterity refers to the requirement for physical exertion and coordination of limb and body movement.
Requires sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis and routine keyboard operations.
Environmental hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.
The job risks no exposure to any environmental hazards.
Sensory ability refers to hearing, sight, touch, taste, and smell required by the job.
The job requires normal visual acuity, and field of vision, hearing and speaking.
The City of Richmond, Virginia is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss accommodations.