Administrative Assistant

POSITION SUMMARY:

Under general supervision, this position is responsible for preparing, coordinating and maintaining department reports, documents, letters, purchase orders, and all other related correspondence. Monitors office supplies and equipment repairs. Performs a wide variety of clerical and administrative duties. May provide administrative support or coordination to City boards or commissions. Researches and responds to requests for information. Has frequent daily contact with City Departments requiring tact and diplomacy. Provides staff support and technical assistance to internal and external customers. This is a position requiring some independent judgement and serves to assist in general support of the department.

DEPARTMENT:City Management Office

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Transcribes, formulates, edits, types and proofreads memos, letters, files and reports for the department.
• Answers telephone calls, direct calls, and/or take messages; responds to questions and assists City staff. May respond to and resolve difficult and sensitive inquiries and complaints. Receives visitors to department.
• Schedules meetings and conferences for Director and department staff in general, maintains a calendar of activities of various events and schedules.
• Performs a wide variety of general administrative work including typing forms, memoranda and letters; maintaining accurate and detailed files and records involving employee activities, purchasing, payroll or related records.
• Requisition of supplies and materials as required; process or prepare check requests, invoices, purchase orders and work orders as assigned. Includes supply/equipment inventory forms and tracking.
• Good housekeeping and organization of the office.
• Operates a computer utilizing various software packages and printers; record, edit, revise, store, and print correspondence, statistical data, reports and databases.
• Receives, sorts and distributes mail which is delivered to the department.
• Coordinates department travel, prepares per diem requests and reimbursements.
• Provide complex administrative, clerical and analytical support to the department projects and programs; assist in establishing project-tracking systems and provide summary of departmental projects and programs.
• Performs other departmental duties or participates in department-specific activities as required or directed.

EDUCATION AND EXPERIENCE REQUIREMENTS:

High school diploma or GED equivalent required. Minimum of three (3) years previous responsible administrative experience.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

• Strong knowledge of Microsoft Office, internet, and email software.
• Strong knowledge of Incode software including PO processing, invoice creation, and payment receipt.
• Knowledge of City Policies, department policies, processes, procedures, and services.
• Skill in demonstrating excellent written and oral communication.
• Skill in demonstrating strong organizational traits and showing close attention to detail.
• Skill in exhibiting strong interpersonal/human relation traits.
• Ability to provide customer service to internal and external customer service
• Ability to analyze situations and adopt a quick, effective, and reasonable course of action.
• Ability to handle and manage multiple tasks, and projects simultaneously with varying priorities.
• Ability to work independently with limited direction relying on his/her own judgment.
• Ability to make clear decisions and work well under pressure.
• Ability to maintain confidentiality and exercise good judgment, patience, and a calm demeanor.
• Ability to speak, communicate and write effectively in English.

To view the full Job Description, click the attachment.

The salary listed is based on qualifications and level of experience.

Job Post Closing Date: April 2, 2024