501-Landscape Services - 2057-501 Department Administrative Assistant

501-Landscape Services - 2057-501 Department Administrative Assistant

Under direction, performs responsible and complex clerical services for a Division Director and relieves the official of administrative detail; performs related work as required.  Supervision is not normally exercised directly over others though a coordinating responsibility for office paper work may be exercised.  Work involves regular contact with other divisions, departments, residents, vendors, outside individuals, agencies and residents.

Coordinates functions between managers of each work center within the division as well as those services provided by outside contractors.  Prepares time sensitive personnel changes for the Division that require coordination with the Department Manager, Division Director and Human Resources.  Participates in preparing budgets, maintains budget accounts, establishes and maintains complex filing systems.  Relays complex and important instructions and messages.

Maintains appointment schedules, screens and refers callers, provides detailed responses to information requests about programs and activities.

Assists in the preparation and distribution of agendas and supporting materials for boards and committees.  Contacts members and arranges meeting room facilities, transcribes and distributes minutes and related information.

Coordination of office clerical staff for special projects and routine keyboarding and clerical functions that follow generally prescribed or established procedures.  May train clerical staff on company and division policies and procedures.