CITY OF KETCHIKAN

March 21, 2023
SPECIFICS

TITLE: ADMINISTRATIVE ASSISTANT

Department: Telecommunications

STATUS: Full-Time

Regular

HOURS/DAYS: Monday – Friday

8:00 AM – 5:00 PM

GRADE /STEP: 847 A-U DOQ DUTIES: See attached job description

HOURLY/SALARY: $22.82 - $30.72

DOQ

UNION

STATUS:
NO

SPECIAL REQUIREMENTS

Supplemental specialized or college level course work in business administration, office

management, secretarial science, or a related field is highly desirable. Four years of

increasingly responsible office administrative and secretarial experience. Experience in a

municipal government is highly desirable.

ADVERTISING REQUIREMENTS

POSITION IS OPEN UNTIL FILLED

APPLICATIONS MUST BE RECEIVED BY CLOSING DATE

WHERE: Local Only Statewide Pacific NW National
PUBLICATIONS: Ketchikan Daily News; Job Service; City Website

APPLICANT PROCESSING INSTRUCTIONS

FOR APPLICATION AND COMPLETE JOB DESCRIPTION CONTACT:

THE CITY OF KETCHIKAN, 334 FRONT STREET, (907) 228-5631 OR ON-LINE AT

http://www.ktn-ak.us/jobs

CITY OF KETCHIKAN IS AN EQUAL OPPORTUNITY EMPLOYER

CITY OF KETCHIKAN

ADMINISTRATIVE ASSISTANT – TELECOMMUNICATIONS

Class specifications are intended to present a descriptive list of the range of duties performed by

employees in the class. Specifications are not intended to reflect all duties performed within the job.

SUMMARY DESCRIPTION

Under direction, performs a full range of varied complex, sensitive, highly responsible, and confidential

office administrative, secretarial, advanced clerical, and routine programmatic support functions of a

general or specialized nature in support of the Telecommunications Division with only occasional

instruction or assistance; exercising judgment and initiative, relieves assigned staff of clearly defined and

delegated administrative or technical detail including the administration of assigned programs and

operations; and assists management staff with special programs, projects, and research..

The Administrative Assistant classification is distinguished from the Administrative Secretary class in

that incumbents in the Administrative Assistant 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 Assistant 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. Incumbents may also supervise a small number of staff and perform technical

duties in support of assigned operations.

The City of Ketchikan/Ketchikan Public Utilities Telecommunications Department provides a variety of

services to support the provision of telecommunication services. The Administrative Assistant -

Telecommunications contributes to Divisional operations by performing secretarial and administrative

duties in support of the Telecommunications Division. The Administrative Assistant -

Telecommunications must perform these duties in a manner that reflects positively on the City and the

Division. He/she is responsible for maintaining a level of professional expertise and image that promotes

efficient use of the resources available to the Division.

REPRESENTATIVE DUTIES

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.

1. Performs a wide variety of varied, complex, sensitive, highly responsible, and confidential office

administrative, secretarial, advanced clerical, and routine programmatic support functions in support

of Telecommunications Division with only occasional instruction or assistance; relieves supervisor

of administrative work including investigating and answering complaints and providing assistance in

resolving operational and administrative problems.

2. Plans and organizes work activities; recommends improvements in work flow, procedures, and use of

equipment and forms; implements improvements as approved; develops and revises office forms and

report formats as required; organizes and maintains filing systems.

3. Drafts and/or types, word processes, formats, edits, revises, and prints a variety of documents and

forms including reports, correspondence, memoranda, agenda items and reports, agreements,

ordinances, resolutions, technical and statistical charts and tables, and other specialized and technical

materials from rough drafts, dictation, modified standard formats, and brief verbal instructions.

4. Proofreads, verifies, and reviews materials, applications, records, and reports for accuracy,

completeness, and conformance with established standards, regulations, policies, and procedures;

ensures materials, reports, and packets for signature are accurate and complete.

5. Serves as liaison between assigned office and the general public, City staff, and outside groups and

agencies; provides general and specialized information and assistance regarding assigned function

that may require the use of judgment, tact, and sensitivity and the interpretation of policies, rules, and

procedures as appropriate; explains programs, policies, and activities related to specific program area

of assignment; receives and screens office and telephone callers; calendars appointments; responds to

complaints and requests for information relating to assigned responsibilities; refers callers and/or

complaints to appropriate City staff for further assistance as needed and/or takes or recommends

actions to resolve the complaint.

6. Schedules all meeting rooms with KPU staff and the general public.

7. Develops, revises, and maintains standardized and master documents; composes correspondence,

reports and informational materials; assists in designing and producing technical information

handouts; copies, disseminates, and posts documents and information as appropriate.

8. Participates in the collection, compilation, and analysis of information from various sources on a

variety of specialized topics related to assigned programs; participates in the preparation of reports

that present and interpret data, identify alternatives, and make and justify recommendations.

9. Maintains accurate and up-to-date office files, records, and logs for assigned areas; develops,

prepares, and monitors various logs, accounts, and files for current and accurate information

including manual and computer logs other specialized or technical documents processed; maintains

and processes payroll records.

10. Assumes responsibility for the record keeping functions of Call Line Identification (CLI’s) program;

prepares proper forms; coordinates with the Ketchikan Police Department/Alaska State Troopers and

the Inside Plant Foreman tracing phone calls.

11. Maintains Personnel Action Forms (PAF’s) for the Telecommunications Division; maintains records

and performs activities as required by Human Resources.

12. Compiles, prepares, and enters data into a computer from various sources including accounting,

statistical, and related documents; creates and maintains computer based tracking information and

reports including assigned databases, records, and lists; creates standard statistical spreadsheets;

inputs corrections and updates; assists in the compilation of reports.

13. Utilizes various computer applications and software packages; develops, enters data, maintains, and

generates reports from a database or network system; creates and administers mailing lists; designs,

maintains, and utilizes data to develop reports using spreadsheet software; creates, formats, and

revises charts, graphs, flowcharts, worksheets, booklets, brochures, and forms using word processing

software.

14. Assists in assembling and preparing the annual budget for assigned area; monitors expenditures

against budget; prepares purchase requisitions and requests for payment.

15. Attends to a variety of office administrative details such as ordering supplies, arranging for

equipment repair, transmitting information, and keeping reference materials up to date; organizes and

maintains office and specialized files in accordance with the City’s records management program.

16. Maintains calendar of activities, meetings, and various events for assigned staff; coordinates

activities and meetings with other City departments, the public, and outside agencies; coordinates

and arranges special events as assigned; schedules meetings; coordinates arrangements and sets up

meeting rooms; notifies participants; prepares and/or assembles meeting materials.

17. Coordinates, makes, processes, and confirms staff travel arrangements; arranges for transportation

and accommodations for travel, checks and processes expense claims.

18. Prepares special reports and performs special projects that may require researching, gathering, and

organizing information from a variety of sources.

19. As assigned, arranges and coordinates meetings for assigned commission, board, agency, and/or

other groups; drafts and finalizes agendas, minutes, and correspondence; coordinates assembly and

distribution of agenda packets; prepares legal notices for publication and mailing; attends meetings

and takes, transcribes, and assures proper distribution and filing of minutes, resolutions, and

ordinances.

20. Assumes responsibility for preparing informational packets for the City Council and various staff

meetings; compiles and prepares the monthly Manager’s Report documents for City Council

meetings.

21. Records the minutes for the Telephone Safety Meeting; maintains a file of minutes for the Telephone

Safety Meeting, KPU Safety Committee Meeting, and for other meetings as assigned.

22. Serves on special committees and task forces.

23. May provide backup to the Accounting Technician – KPU/TL.

24. Performs related duties as required.

QUALIFICATIONS

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:

Basic functions of public agencies including the role of an elected Council and appointed boards and

commissions.

Organization, operation, and services of the City and of outside agencies as necessary to assume

assigned responsibilities.

Basic principles and practices of supervision and training.

Office procedures, methods, and equipment including computers.

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

Principles and practices of fiscal, statistical, and administrative research and report preparation.

Principles and practices of sound business communication.

Principles of business letter writing and report preparation.

Basic principles and practices of budget preparation and administration.

Records management principles and procedures including record keeping and filing principles and

practices.

Methods and techniques of proper phone etiquette.

Mathematical principles.

English usage, spelling, grammar, and punctuation.

Customer service and public relations methods and techniques.

Ability to:

Perform a full range of varied complex, sensitive, highly responsible, and confidential office

administrative, secretarial, advanced clerical, and routine programmatic support functions of a

general or specialized nature in support of assigned programs, division, and/or department with

only occasional instruction or assistance.

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

assigned responsibilities.

Understand the organization and operation of the Telecommunications Division as necessary to

assume assigned responsibilities.

Understand, interpret, and apply general and specific administrative and Telecommunications

Division policies and procedures.

Interpret and apply applicable federal, state, and local laws, codes, and regulations.

Operate office equipment including computers and supporting word processing, spreadsheet, and

database applications.

Learn and effectively utilize various software applications.

Learn and apply new information and skills.

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

Participate in researching, compiling, analyzing, and interpreting data.

Prepare clear, accurate and concise records and reports.

Establish, organize, and maintain a variety of specialized files and records.

Independently prepare correspondence and memoranda.

Perform mathematical calculations.

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.

Understand and carry out oral and written directions.

Respond tactfully, clearly, concisely, and appropriately to inquiries from the public, press, or other

agencies on sensitive issues in area of responsibility.

Exercise good judgment and maintain confidentiality in maintaining critical and sensitive

information, records, and reports.

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. Supplemental specialized or college level

course work in business administration, office management, secretarial science, or a related

field is highly desirable.

Experience:

Four years of increasingly responsible office administrative and secretarial experience.

Experience in a municipal government is highly desirable.

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 setting.

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.

Vision: See in the normal visual range with or without correction.

Hearing: Hear in the normal audio range with or without correction.

Grade: 8-47

Union: No

FLSA: Non-Exempt

Date Created: June, 2007 (Johnson & Associates)

Date Reviewed: August 2019

Human Resources Manager Approval

City Manager Approval