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Administrative Aide – City Page 1 I 2 Jurisdiction: City of Cortland Jurisdictional Class: Competitive Adopted: 1/01/05 Amended: 9/13/16, 6/20/22 ADMINISTRATIVE AIDE DISTINGUISHING FEATURES OF THE CLASS: This is para-professional work involving the performance of a variety of routine but important tasks assisting municipal program manager(s) by relieving them of administrative details. This work differs from that of an Administrative Assistant in that the Administrative Aide has less fiscal responsibility. The nature of the work involves acting as liaison between managerial staff and employees, vendors, representatives of state and local agencies, and the general public. The incumbent is allowed considerable independent judgment in the performance of duties. The work is performed under the general supervision of a manager and in accordance with agency policies and procedures. TYPICAL WORK ACTIVITIES: (Illustrative only) Acts as liaison between manager(s) and other employees, vendors, other agencies, and the general public; Acts as receptionist for program manager(s) by answering phones, taking messages, setting up appointments, and maintaining calendars; Furnishes general oral and written information that does not require interpretation regarding agency programs, work rules and regulations, policies and procedures; Processes incoming mail, conducting and generating correspondence and routing as necessary to the appropriate program managers; Processes various requests and claims (state vouchers, purchase orders, work orders, etc.); Maintains and assists in the preparation of a variety of departmental records and reports: leave accruals, payroll information, incident reports, worker’s compensation claims, and personnel records; Receives office callers, salespersons, and others; Operates office machines: computer, typewriter, copier, fax machine, and calculator; Obtains and reviews for completeness: cost estimates, proposals, and bids; Performs paraprofessional tasks in the area of fiscal management by assisting in budget preparation and changes thereto; Modifies the computerized records as program information needs change, ie. website, etc; Reviews and evaluates administrative forms and procedures and recommends changes when necessary; Assists in the maintenance of department inventory. FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES, AND PERSONAL CHARACTERISTICS: Sound knowledge of the municipalities’ policies, procedures, and regulations; Good knowledge of departmental programs and projects; Ability to understand and follow written and oral instruction; Ability to understand and interpret written material; Ability to work effectively with a variety of public and private agencies as well as the general public; ---PAGE BREAK--- Administrative Aide – City Page 2 I 2 Ability to work independently; Ability to type accurately at a satisfactory rate of speed; Initiative and resourcefulness; Tact and courtesy; Sound judgment. MINIMUM QUALIFICATIONS: Either: Completion of two years full time education at a regionally accredited NYS recognized college or university; OR Possession of a high school diploma or equivalency diploma AND two years full time or its part-time equivalent of paid experience in a clerical position which shall have involved keyboarding; OR An equivalent combination of training and experience as describe in and above. NOTE: Degree must have been awarded by a college or university accredited by a regional, national, or specialized agency recognized as an accrediting agency by the U.S. Department of Education/U.S. Secretary of Education. If the degree was awarded by an educational institution outside of the United States and its territories, applicant must provide independent verification of equivalency. A list of acceptable companies who provide this service can be found at http://www.cs.ny.gov/jobseeker/degrees.cfm. Applicants must pay the required evaluation fee.