Under general supervision, performs a variety of advanced clerical and routine technical, programmatic, and administrative duties requiring the application of specific program knowledge and administrative, secretarial, and clerical skills in support of a City department, division, or program area; assumes on-going programmatic responsibilities specific to area of assignment; researches and recommends new service delivery methods, policies, and procedures; coordinates assigned programs, projects, and services with other City departments, divisions, and outside agencies; and provides specialized departmental or program information and assistance to City staff and the general public.

The Program Assistant classification is distinguished from the Office Assistant class in that incumbents in the Program Assistant class perform significant technical and specialized administrative and office support functions with minimal direction and supervision, in addition to providing general clerical support. Incumbents in the Program Assistant class are responsible for providing programmatic and administrative support services to a City department, division, or program area requiring a thorough knowledge of regulations, policies, and procedures related to area of assignment. Assigned work requires the use of initiative and judgment in selecting appropriate work methods, interacting with and handling complaints from customers, parties of interest, and the public, and in solving non-routine problems based on knowledge gained through experience. Positions assigned to the Program Assistant classification may provide lead supervision and training to lower level clerical support staff

The Program Assistant classification is distinguished from the Administrative Secretary class in that incumbents in the Administrative Secretary class perform more difficult and complex administrative support tasks involving a thorough knowledge of the policies and procedures for their functional areas with a significant degree of independent judgment. Incumbents in the Administrative Secretary class are assigned significant responsibility for carrying out administrative and office secretarial duties, frequently of a complex, highly sensitive, and confidential nature in an assigned functional area, often in a rapidly changing environment.

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

Perform a variety of advanced clerical and routine technical, programmatic, and administrative duties requiring the application of specific program knowledge and administrative, secretarial, and clerical skills in support of a City department, division, or program; assume responsibility for specific program area duties; provide assistance in administrative and operating programs as assigned.

Serve as primary contact and liaison for assigned functions and programs with other City staff, the general public, and outside agencies and organizations; screen office calls, visitors, and mail; provide information and assistance including responding to requests for information and assistance; assist the public and other City staff in interpreting and applying City policies, procedures, codes, and ordinances; research information related to City regulations and departmental policies; explain, justify, and defend programs, policies, and activities.

Conduct a variety of studies and research for assigned area; collect, compile, and review information from various sources on a variety of specialized topics related to program area of assignment; participate in the preparation of reports that present data, identify alternatives, and make and justify recommendations.

Perform a variety of special projects and assignments in assigned area including the implementation and coordination of assigned program and project components; assist with the development of policies and procedures; implement and monitor program activities.

Verify and review materials, applications, records, and reports for completeness and conformance with established regulations and procedures; apply applicable policies and procedures in determining completeness of applications, records, and reports; provide information and forms to the public; collect and process appropriate information.

Assist in coordinating and monitoring the assigned budget and contracts; compile annual budget requests; prepare revenue projections; recommend expenditure requests for designated accounts; monitor approved budget accounts; process progress payments and monitor contractual expenses

Process invoices, contracts, work orders, change orders, purchase order numbers, check requests, and requisitions for assigned area; coordinate the resolution of contract and invoice issues with accounts payable and contracts functions; ensure vendor invoices and change order files are accurate and up-to-date including having correct account codes and appropriate approvals; ensure new vendors have completed required new vendor information form.

Type and proofread a wide variety of reports, letters, memoranda, correspondence, contracts, agreements, Requests for Proposals, agenda items, statistical charts, and other documents and material; type from rough draft, verbal instruction, or transcribing machine; independently compose documents related to assigned area of responsibility.

Maintain calendar of activities, meetings, and various events for assigned projects, programs, and staff; coordinate activities with other City departments, the public and outside agencies.

Arrange and coordinate meetings, workshops, and training sessions for various groups and committees; prepare agendas and correspondence; attend meetings and take, transcribe, and assure proper distribution of minutes.

Establish and maintain various filing systems, schedules and records; file correspondence, reports, bulletins and cards; log reports, applications, and/or telephone calls; maintain records related to specific area of assignment.

Perform a variety of general bookkeeping and clerical accounting duties and responsibilities involved in financial record keeping and reporting for assigned area; maintain a variety of accounting records, logs, and files; verify, balance, and adjust accounting records.

Recommend improvements in work flow, procedure and use of equipment and forms; implement improvements as approved; develop and revise office forms and report formats as required.

Ensure that all required supplies are available as needed and that the facility and equipment are in proper working order.

Operate a variety of office equipment including copiers, facsimile machine and computer; utilize various computer applications and software packages; enter data, maintain and generate reports from a database or network system; input, maintain, and utilize data to develop reports using spreadsheet software; create, format, and revise charts, graphs, flowcharts, worksheets, booklets, brochures, and forms using word processing, desktop publishing, and other computer applications; organize and maintain disk storage and filing.

As assigned, arrange and coordinate meetings; prepare agendas and correspondence; attend meetings and take, transcribe, and assure proper distribution of minutes.

May lead, oversee, and review the work of lower level clerical staff; review work for accuracy and completeness.

Perform related duties as required.

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:

Operational characteristics, services, and activities of assigned functions, programs, and operational area.

Basic technical knowledge of business/industry principles and practices related to the area of responsibility.

Methods and techniques of used in the performance of duties and responsibilities specific to the area of assignment.

Basic principles and practices of program administration.

Office procedures, methods, and equipment including computers.

Computer applications such as word processing, spreadsheets, and statistical databases.

Principles and procedures of record keeping.

Principles and practices used in establishing and maintaining files and information retrieval systems.

Principles of business letter writing and basic report preparation.

Customer service techniques, practices, and principles.

Methods and techniques of proper phone etiquette.

Mathematical principles.

Basic accounting and bookkeeping principles and practices.

Basic principles and practices of budget preparation and administration.

English usage, spelling, grammar and punctuation.

Pertinent federal, state and local laws, codes, and regulations.

Ability to:

Perform a full range of advanced clerical and routine technical, administrative, and programmatic work of a general or specialized nature involving the use of independent judgment and personal initiative.

Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.

Understand, interpret, and apply general and specific administrative and departmental policies and procedures.

Research, compile, and interpret a variety of information and make appropriate recommendations.

Participate in the preparation of a variety of administrative and financial reports.

Independently prepare correspondence and memoranda.

Implement and maintain filing systems.

Type and enter data at a speed necessary for successful job performance.

Exercise good judgment in maintaining information, records, and reports.

Operate and use modern office equipment including computers and supporting word processing and spreadsheet applications.

Work independently in the absence of supervision.

Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.

Plan and organize work to meet changing priorities and deadlines.

Work cooperatively with other departments, City officials, and outside agencies.

Respond tactfully, clearly, concisely, and appropriately to inquiries related to area of responsibility.

Work in a team based environment to achieve common goals.

Coordinate multiple projects and complex tasks simultaneously.

Meet the physical requirements to safely and effectively perform the assigned duties.

Communicate clearly and concisely, both orally and in writing.

Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience Guidelines -Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training:

Equivalent to completion of the twelfth grade supplemented by specialized office support training. Additional specialized or college level course work in business administration or a related field is desirable.

Experience:

Three years of increasingly responsible clerical, programmatic, and administrative support experience including some experience directly related to the assigned area.

OR

Two years of experience as an Office Assistant II with the City of Reno in a programmatic area that is substantially similar to the program being recruited for.

License or Certificate:

Some positions may require possession of an appropriate, valid driver's license issued.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment: Work is performed primarily in a standard office.

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.

Local 39 Non-Supervisory

G19

Last Update: 4/2022

(Formerly Office Assistant III)

JD 11/2018