Administrative Assistant

Administrative Assistant – Multiple Depts.

Performs a wide variety of responsible office administrative duties; assists and supports staff and monitors administrative activities of the Finance and Technology Services Department.

Essential Duties and Responsibilities:

• Mail duties to include opening, sorting, and distributing mail when received, sorting
• Answers telephones and provides information or forwards to appropriate staff member as needed.
• Responds to customer inquiries relating to departmental matters
• Composes letters, resolutions, ordinances, and other correspondence for Finance and Technology Services Departments.
• Records and transcribes meeting minutes and dictation
• Provides support for various Departmental Commissions, including taking minutes, preparing ordinances, and writing letters.
• Schedules appointments and provides customer service.
• Establishes and maintains office filing system.
• Coordinates travel arrangements.
• Tracks status of vacant positions in department and prepares and processes employee action forms.
• Types general and confidential correspondence.
• Reconciles procurement card statements as needed.
• Maintains office supplies for the Finance Department.
• Provides support to the Technology Services Department.

Other Duties and Responsibilities:

Performs all other related duties as assigned.

Employee Behavior and Conduct:

City employees shall conduct themselves in a professional manner and shall exhibit and extend such professional conduct appropriate for the circumstances to those with whom they come into contact both internally and externally during the performance of their duties. Examples of professional conduct include, but are not limited to, being communicative, informative, fair, honest, and respectful.

Required (Essential) Knowledge, Skills and Abilities:

• Ability to follow instructions and perform tasks with minimum supervision.
• Ability to relate well to fellow employees and the public.
• Skills in data entry, filing, and record keeping.
• Skills in effective communication and public relations.
• Knowledge of general office procedures.
• Good organizational skills and ability to communicate effectively both orally and in writing.
• Ability to operate standard office equipment.
• Familiarity with Microsoft Office suite to include Word, Excel, and PowerPoint.
• One to three years of prior experience in related field is preferred.

Materials and Equipment Directly Used:

Uses a variety of office equipment including a personal computer, typewriter, copier, postage machine, and other related equipment.

Working Environment/Physical Requirements:

Work is performed in an office setting with a controlled environment; seldom needs to lift more than 10 to 20 pounds. Sit for long periods of time at computer terminal. Work involves frequent in-office walking, standing, sitting, bending, and reaching. Vacation and other leave scheduling shall be requested of and approved by the appropriate supervisor.

Education:

High school diploma or equivalent required. Associate's degree in a related field preferred. One to three years' prior experience in a related field preferred.