GENERAL DESCRIPTION AND CLASSIFICATION STANDARDS:

The Administrative Assistant III provides advanced administrative and operational support to the Department of Finance, Office of Revenue. This position serves as the primary assistant to the Deputy Revenue Chief, ensuring efficient management of daily operations, correspondence, records, and special projects. Responsibilities include managing invoices, open records requests, scheduling, and supporting departmental initiatives. The role requires strong organizational, communication, and problem-solving skills, with the ability to work independently under minimal supervision. This is a non-supervisory position reporting directly to the Deputy Revenue Chief.

MINIMUM QUALIFICATIONS:

• Associate’s degree in Business Administration, Public Administration, or a related field required.
• Three (3) to five (5) years of progressively responsible administrative or executive support experience.

PREFERRED QUALIFICATIONS:

• Bachelor’s degree in Business Administration, Public Administration, or a related field.
• Experience with invoice processing, records management or open records requests.
• Experience administratively supporting executive support in in government or a large organization.
• Advanced level in Excel (possess expertise beyond basic functions to automate tasks, perform complex data analysis, and create dynamic reports using features like macros, PivotTables, VBA, and advanced formulas)

Knowledge Skills and Abilities: This is a partial listing of necessary knowledge, skills, and abilities required to perform the job successfully, it is not an exhaustive list.

• Strong written, verbal, and interpersonal communication skills; ability to interact professionally with employees, officials, and the public.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) with intermediate to advanced skills in Excel (pivot tables, formulas, data visualization).
• Working knowledge of Oracle or similar enterprise systems preferred.
• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment.
• Ability to meet deadlines, work independently, and exercise sound judgment.
• High attention to detail and accuracy in work products.
• Proven ability to handle confidential matters with discretion and professionalism.
• Demonstrated problem-solving and analytical skills with a proactive and flexible approach.
• Collaborative team player who contributes to a positive and efficient work environment

These are typical responsibilities for this position and should not be construed as exclusive or all inclusive.

• Provides high-level administrative, clerical, and technical support in the administration of the Office of Revenue.
• Serves as the first point of contact for internal and external inquiries; responds promptly to phone calls, emails, written requests, and walk-in visitors with professionalism and accuracy.
• Coordinates and processes invoices, ensuring accuracy and timely payments in compliance with City procedures.
• Prepares meeting agendas, assembles background materials, records minutes, and tracks action items.
• Prepares correspondence, reports, memoranda, and other documents with attention to content, accuracy, and completeness.
• Creates charts, graphs, and data summaries to present statistical and financial information.
• Coordinates scheduling, travel arrangements, meetings, and events for the Deputy Revenue Chief and office staff.
• Responds to and processes open records requests in compliance with applicable laws and policies.
• Assists in the tracking, monitoring, and reporting of assigned projects and departmental initiatives.
• Establishes and maintains organized filing systems (electronic and physical), including confidential records.
• Manages office supply inventory and coordinates procurement of materials as needed.
• Ensures accurate and timely data entry into Oracle and other designated systems.
• Participates in interdepartmental initiatives, process improvement efforts, and event planning, as assigned.
• Performs other duties as required to support the efficient operation of the Office of Revenue.

The above statements reflect the general duties, responsibilities and competencies considered necessary to perform the essential duties and responsibilities of the job and should not be considered as a detailed description of all the work requirements of the position. COA may change the specific job duties with or without prior notice based on the needs of the organization.

Knowledge Skills and Abilities: This is a partial listing of necessary knowledge, skills, and abilities required to perform the job successfully, it is not an exhaustive list.

• Strong written, verbal, and interpersonal communication skills; ability to interact professionally with employees, officials, and the public.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) with intermediate to advanced skills in Excel (pivot tables, formulas, data visualization).
• Working knowledge of Oracle or similar enterprise systems preferred.
• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment.
• Ability to meet deadlines, work independently, and exercise sound judgment.
• High attention to detail and accuracy in work products.
• Proven ability to handle confidential matters with discretion and professionalism.
• Demonstrated problem-solving and analytical skills with a proactive and flexible approach.
• Collaborative team player who contributes to a positive and efficient work environment.