Administrative Assistant

This position provides comprehensive administrative support to the Departments of Finance and Communications and Community Engagement. The Administrative Assistant performs a variety of complex, confidential, and responsible administrative and clerical duties requiring a thorough knowledge of departmental operations, procedures, and regulations. Responsibilities include scheduling and calendar management, preparing correspondence and departmental reports, assisting with budget preparation and invoice processing, maintaining records and filing systems, and serving as a point of contact for internal and external communications. The position requires high professionalism, discretion, customer service, and the ability to manage multiple priorities across two departments. The incumbent's work is guided by general policies, practices, and procedures, and is performed under the general supervision of both department directors and is evaluated for accuracy, timeliness, and adherence to established procedures and city standards. The actions taken daily by the incumbent directly affect service delivery to the citizens of Rockville. This position is 100% on-site in City Hall, Rockville. 

•Coordinates various departmental and City activities between the department director and various divisions of the department.
•Maintains daily correspondence on behalf of the City, including letters, memorandums, and emails. 
•Sets up and ensures maintenance of specialized files, record-keeping systems, and databases.
•Performs advanced clerical duties utilizing Microsoft Word, Excel, PowerPoint, and Access. 
•Makes arrangements for local and out-of-town travel for seminars and conferences.
•Screens incoming calls, correspondence, and visitors and answers questions and/or routes them as appropriate.
•Performs a variety of research activities with minimal supervision.
•Serves as staff support for all divisions within the departments. 
•Drafts and prepares letters, memorandums, and reports.
•Performs a variety of administrative support functions such as planning agendas, gathering materials, and taking minutes for various boards and commissions.
•May utilize specialized software in the recording, updating, and tracking of data, including asset management, the City financial system, and Excel spreadsheets.
•Assists in the coordination of the preparation of the department's annual budget.
•May serve as a staff liaison with City employees and other agencies, utilizing a reactive approach. 
•Schedules appointments and meetings for various departments and public citizens within the agency. Receives inquiries from employees, the general public, or other agencies and supplies information as necessary.
•Establishes work priorities and office procedures and coordinates efforts to ensure workflow throughout the departments and to meet deadlines.
•Participates with others or takes the lead in the coordination of special projects and events.
•Prepares various specialty reports/presentations.
•Answers telephone, interviews callers, and tactfully answers requests.
•Gathers source materials for the preparation of reports, articles, memoranda, and other purposes and posts information to the City website.
•Manages the status of all departmental contracts.
•Makes and cancels appointments and relays messages and instructions to other employees in the name of the division managers or department heads.
•Prepares requisitions for purchase of supplies and equipment.
•Manages purchasing card activities and approvals as a purchasing card holder for the departments.
•Prepares, monitors, and tracks purchase requisitions, master agreements, and purchasing card reconciliations.
•Updates staff appointments and calendars.
•Ensures confidentiality of records and correspondence. 
•Performs other duties as required.

High school degree; or any equivalent combination of education and experience.

•Knowledge of or ability to rapidly acquire knowledge of, City government procedures and of the relationships between various City departments.
•Knowledge of methods, principles, and techniques associated with research, data collection, and report preparation.
•Ability to establish and maintain effective working relationships with representatives of various government and private organizations, employees, and the general public.
•Ability to communicate effectively both orally and in writing. 
•Ability to prioritize multiple competing assignments.

Physical Demand
The work is sedentary work, which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body. Additionally, the following physical abilities are required:
•Fingering: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
•Handling: Picking, holding, or otherwise working, primarily with the whole hand.
•Hearing 1: Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discrimination in sound.
•Mental Acuity: Ability to make rational decisions through sound logic and deductive processes. 
•Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers.
•Speaking: Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.
•Talking 1: Expressing or exchanging ideas by means of the spoken word including those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
•Visual Acuity 1: Have close visual acuity to perform an activity such as preparing and analyzing data and figures, transcribing, viewing a computer terminal, and/or extensive reading.
•Visual Acuity 3: Visual Acuity to determine the accuracy, neatness, and thoroughness of the work assigned or to make general observations of facilities or structures.
•Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.

Work Environment
This job is performed in a relatively safe, secure, and stable work environment.