Administrative Assistant I or II

Job Description

Job Description

POSITION SUMMARY:

Under the supervision of the City Recorder, serves as the first point of contact for city hall by greeting visitors, answering telephones, and directing customers to the appropriate departments. Performs a variety of administrative and clerical duties to facilitate the coordination of all matters pertaining to City Administration and the Recorder’s Office, including records management, document imaging and filing, passport acceptance and notary services, and other duties as assigned.

SUPERVISION EXERCISED:

None

ESSENTIAL FUNCTIONS:

• Maintains a professional, welcoming, and customer-focused reception area for City Hall visitors.
• Greets and provides customer service for walk-in public and employees
• Good attendance and punctuality are imperative
• Answers the telephone, routes calls, processes messages, schedules appointments, directs citizens to proper divisions, takes citizen requests, gives out general information, and sorts and distributes office correspondence.
• Provides back-up support, as needed.
• Assists with record management projects as needed.
• Qualifies as Passport Acceptance Agent.
• Qualifies and acts as a notary public.
• Performs other related duties as assigned.

MINIMUM QUALIFICATIONS:

• Education – High school diploma or G.E.D.

• • Administrative Assistant I – One year of clerical and/or customer service experience.

• Administrative Assistant II – Additional 2 years of clerical experience.

• Experience –
  • Proficiency in Microsoft Office Suite and other office software. Must type 40 wpm
  • Administrative Assistant II – Two years administrative or related experience or one year working at Draper City.
• Licenses and Certifications –
  • Valid Utah Driver License.

• • Must be a U.S. Citizen in order to perform passport acceptance agent duties. Must pass U.S. State Department regulations and be certified as a passport agent within two weeks of hire.

KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of –
  • Basic clerical, recordkeeping and financial skills
• Skilled with –
  • Excellent customer service orientation
  • Proficiency in word processing, spreadsheets, and presentation software
• Ability to –
  • Follow city policy and practices, establish priorities, and accomplish duties in a timely manner
  • Correspond effectively verbally and in writing
  • Work independently with minimal supervision and interdependently amongst a team
  • Project a professional image when serving the public and respond to complaints with a high level of courtesy
  • Communicate effectively with the public under potentially adverse circumstances and to work well with supervisors, co-workers and employees in other departments.
  • Obtain information from individuals, residents, etc.

WORKING CONDITIONS AND PHYSICAL DEMANDS:

Typical office setting with comfortable climate controls. Tasks require a variety of physical activities such as walking, standing, stooping, bending, sitting, reaching, talking, hearing and seeing. Common eye, hand, finger dexterity required for most essential functions. Mental application utilizes memory for details, verbal instructions, emotional stability and discriminating thinking and creative problem solving. Occasionally
lifts or otherwise moves objects weighing up to 20 pounds

Draper City is an equal opportunity employer without regard to race, color, religion, sex, national origin, disability, age, pregnancy, genetic information, sexual orientation, gender identity, citizenship, and veteran or military status.

The intent of this job description is to provide a representative summary of the major responsibilities and duties performed on the job. It is not intended to be an exhaustive list of all job-related tasks and duties that an employee may perform. An employee in this position will be required to perform any other job-related duties required by their supervisor. This job description is not intended to and does not infer or create any employment, compensation, or contract rights to any person or persons. This updated job description supersedes prior descriptions for the same position. Management reserves the right to add or change duties at any time.

COMPENSATION AND BENEFITS:

• Monday to Friday 8 a.m. to 5 p.m., on site
• Salary Range: (Starting wage is dependent on experience.)
  • Administrative Assistant I – $17.80 – $29.69 per hour
  • Administrative Assistant II – $19.57 - $32.66 per hour

• Health insurance (Traditional or HDHP with employer HSA contribution up to $3,400 per benefit year) effective DOH or Medical Cash Out
• Gym and Wellness Incentive Program Reimbursement
• 401(k) up to 3.5% match effective DOH
• Enrollment in Utah Retirement System (URS)
• Employer paid Life Insurance of 150K
• Paid vacation and sick leave
• Paid parental leave
• 13 holidays
• Tuition Reimbursement eligibility after completion of new hire probation
• Accessible via TRAX (City Hall is across the street from Draper Town Center stop on the blue line)