Administrative Assistant III

General Description and Classification Standards

The purpose of this position is to provide advanced administrative and clerical support to an assigned department, ensuring efficient office operations and high-quality customer service. The Administrative Assistant III performs a variety of specialized duties including project coordination, data management, and departmental reporting. The position may supervise other administrative staff, temporary employees, or interns and is expected to work independently while exercising sound judgment.

Responsibilities

Essential Duties and Responsibilities

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

• Coordinate, log, and distribute departmental projects for review using specialized software systems.
• Track and maintain records of incoming and outgoing plans, correspondence, and reports to ensure accuracy and timely completion.
• Draft and prepare letters, memoranda, applications, reports, and other correspondence; proofread and edit documents for accuracy.
• Research and compile data from various sources (e.g., maps, GIS, property data, FEMA records, prior expenditures) to support departmental operations and reporting.
• Prepare budget documents and requisitions; monitor office supply inventory and coordinate equipment repairs or replacements as needed.
• Manage departmental calendars, schedule meetings, and assist with event coordination.
• Respond to customer, staff, and stakeholder inquiries in person, by phone, and by email in a professional and timely manner.
• Generate weekly, monthly, and specialized reports on project and departmental status; present updates at staff meetings.
• Provide training, guidance, and work leadership to less experienced administrative staff.
• May perform other duties as assigned.

Qualifications

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.

• Knowledge of administrative and office management procedures and departmental operations.
• Strong written and verbal communication skills with the ability to interact effectively with staff, management, external agencies, and the public.
• Skill in using Microsoft Office Suite (Word, Excel, PowerPoint) and specialized office data systems.
• Ability to compile, organize, and analyze data to prepare clear, concise reports.
• Ability to work effectively under pressure, manage multiple tasks, and meet deadlines.
• Strong organizational and problem-solving skills with attention to detail.
• Ability to exercise independent judgment in routine and non-routine situations.

Minimum Qualifications Education & Experience

High school diploma or GED

2.3–5 years of progressively responsible secretarial, clerical, or administrative experience.

Preferred Education & Experience

Associate’s degree in business/public administration, secretarial science, or related field. 5 or more years of administrative experience, including supervisory responsibilities.

Licensures and Certifications

None required.

Essential Capabilities And Work Environment

Required physical, lifting, and sensory capabilities are requirements to perform the job successfully. Typical environmental conditions associated with job.

Lifting Requirements:

Light work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force to move objects.

Key skills/competency

• Administrative Support
• Project Coordination
• Data Management
• Departmental Reporting
• Office Management
• Microsoft Office Suite
• Customer Service
• Communication Skills
• Organizational Skills
• Supervisory Guidance