Job Description

General Definition of Work

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Administrative Assistant I or II

Performs intermediate skilled administrative support work providing administrative support to department staff, receiving and processing incoming calls and visitors, preparing and maintaining detailed and/or confidential records and files, typing a variety of documents, and preparing reports; does related work as required. Work is performed under the limited supervision of the assigned supervisor.

Administrative Assistant III

Performs difficult skilled administrative support work providing administrative support to department staff, receiving and processing incoming calls and visitors, preparing and maintaining detailed and/or confidential records and files, preparing reports; does related work as required. Work is performed under the limited supervision of the assigned supervisor. Supervision may be exercised over assigned clerical personnel.

This position provides administrative support to both the Planning and Transportation departments and reports to the Director of Planning.

Essential Functions/Duties

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The following job functions are typical for a position of this nature. These are not to be construed as exclusive or all-inclusive. To perform this job successfully, an individual must be able to perform each function satisfactorily. Other job functions and duties may be required as assigned. Percentages for each function are subject to fluctuations.

Administrative Assistant I, II, or

III

Answers routine correspondence for supervisor independently - 10% Makes appointments and sets up meetings - 5% Applies concepts, establish formats, enter text into software applications for a variety of documents such as letters, memorandums, technical and statistical reports, data for publication, specifications, and/or meeting minutes - 10% Interprets departmental and City policies and procedures for employees and the public - 5% Performs a variety of financial and special fund record keeping - 10% Reviews and checks records, forms and other documents for accuracy, completeness and conformance to rules and regulations - 5% Assists in the development of office procedures - 5% Collects information from a variety of sources and compiles data for special and periodic reports - 10% Ability to print, retrieve, modify and store all text - 5% Prepares agendas, takes and transcribes meeting minutes - 5% Posts a wide assortment of information to records - 5% Interviews visitors - 5% Takes and transcribes dictation and types correspondence - 5% Supervises the maintenance of filing systems and/or departmental libraries - 5% Sets up and supervises the maintenance of filing systems - 5% Operates a variety of office machines - 5%

Knowledge, Skills and Abilities

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Knowledge of stand office practices, procedures, equipment, and administrative/office support techniques Knowledge of business English, spelling, grammar, and basic arithmetic Ability to interpret and apply policies, procedures, and departmental guidelines Ability to read, understand, and interpret complex materials, including regulatory or legal documents Ability to prepare accurate reports, maintain records, and create complex forms or statistical tables Ability to type, take, and transcribe information accurately at a reasonable speed Ability to draft effective correspondence and manage routine office functions with minimal supervision Ability to operate standard office technology and specialized software Ability to perform work independently, prioritize task, and exercise sound judgement Ability to establish and maintain effective working relationships with coworkers, other agencies, elected officials, and the public Ability to communicate effectively and interact professionally with the public

Education/Experience/Physical Demands/Special Requirements/Additional Information

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The level hired at is determined by experience and results of on-site, employer skill testing scores. The minimum passing scores for levels are detailed below.

Administrative Assistant IGraduation from high school or equivalent. Valid driver's license Must successfully complete an intermediate-level PC applications assessment (Word and Excel) as a condition of hire Must pass typing test, minimum of 45 words per minute, upon hire Four (4) years progressive experience as Administrative/Office Assistant Possession of, or ability to obtain, commission as a Notary Public in the State of North Carolina

Administrative Assistant II

Graduation from high school or equivalent and moderate experience in administrative support, or equivalent combination of education and experience. Valid driver's license Must successfully complete an intermediate-level PC applications assessment (Word and Excel) as a condition of hire Must pass typing test, minimum of 50 words per minute, upon hire Six (6) years progressive experience as Administrative/Office Assistant Possession of, or ability to obtain, commission as a Notary Public in the State of North Carolina

Administrative Assistant III

Graduation from high school or equivalent and considerable experience in administrative support, or equivalent combination of education and experience. Valid driver's license Must successfully complete an advance-level PC applications assessment (Word and Excel) as a condition of hire Must pass typing test; minimum of 50 words per minute, upon hire Six (6) years progressive experience as Administrative/Office Assistant Possession of, or ability to obtain, commission as a Notary Public in the State of North Carolina

Physical Demands

The physical activity of this position includes:

Stooping: Bending body downward and forward by bending spine at the waist. This factor is important if it occurs to a considerable degree and requires full use of the lower extremities and back muscles.

Crouching: Bending the body downward and forward by bending leg and spine.

Reaching: Extending hand(s) and arm(s) in any direction.

Fingering: Picking, pinching, typing or otherwise working, primarily with fingers rather than with the whole hand or arm as in handling.

Grasping: Applying pressure to an object with the fingers and palm.

Talking: Expressing or exchanging ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.

Hearing: Perceiving the nature of sounds at normal spoken word levels with or without correction. Ability to receive detailed information through oral communication, and to make fine discriminations in sound, such as when making fine adjustments on machined parts.

Repetitive Motions: Substantial movements (motions) of the wrists, hands and/or fingers.

The physical requirements of this position:

Office Environment Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Office environment work involves sitting most of the time. Jobs are categorized as office environment if walking and standing are required only occasionally and all other Office Environment Work criteria are met.

The visual acuity requirements including color, depth perception and field of vision:

The worker is required to have close visual acuity to perform one or more of the following. (Check all of the following which apply): preparing and analyzing data and figures; accounting; transcription; computer terminal; extensive reading; visual inspection involving small defects, small parts, operation of machines (including inspection); using measurement devices; assembly or fabrication of parts at distances close to the eyes.

The conditions the worker will be subject to in this position:

None:The worker is not substantially exposed to adverse environmental conditions (such as in a typical office or administrative work environment).

Drug screening, criminal background, and reference checks are required.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

The City of Gastonia is committed to creating and maintaining a work environment that is inclusive, equitable, and welcoming. We value diversity and promise to honor your experiences, perspective, and unique identity.

The City of Gastonia is an Equal Opportunity Employer (M/F/H)