Administrative Assistant PT

Part-Time Administrative Assistant

The administration team working under the Direction of the City Clerk is seeking applications for a Part-Time Administrative Assistant. This position is responsible for providing administrative support to the City Clerk department and the administration team for the city. Maintains optimal workflow through efficient office management methods, document management, programs and reporting systems. Duties include independent and team project-based work and project management. Projects a professional image with excellent communication skills in-person, by telephone or through electronic systems. Responds to customer inquiries regarding department programs, city ordinances, procedures and services. The Part-Time Administrative Assistant for the Clerk's Office will work Monday through Friday, 11 am to 4:30 pm.

Examples of Duties

• Provides administrative, technical and clerical support to assigned department, director and department staff.
• Assists in the implementation of department goals and strategic plan (programs, activities, performance system, policies, procedures, etc.).
• Responsible for support and clerical activities for the city's licensing system, licensing issuance, council activities, elections, and similar.
• Assists with meetings, including the preparation of agendas, notices, publications, reports, correspondence and other materials from rough draft copies and/or dictation.
• Regularly creates and updates webpages, publications, handouts, information letters, forms, flyers, newsletters and other public information as instructed by the director and other department staff.
• Assists with the management of the department licensing database, election software, and programs such as maintaining system design integrity; effective workflow and processes; and maintenance of system codes, fees, descriptions.
• Organizes and maintains hard-copy and electronic document management systems for departments in accordance with city data retention laws and department policy.
• Organizes, manages and provides support for a variety of administrative systems, including coordinating election judges, license tracking, record-keeping and preparing reports.
• Handles difficult public contact problems and makes difficult technical decisions relevant to codes and issuance of licenses.
• Handles correspondence, reports, Council information, and other materials as assigned and in accordance with department policies and data practices laws.
• Types meeting minutes, ordinances, resolutions, reports, correspondence, memoranda, legal documents and other material from rough draft copies and/or dictation.
• Assists in the preparation of department reports and power point presentations.
• Responds to public inquiries regarding department programs, policies, procedures, and services, and complaints in-person, over phone, by email, citizen request systems and other electronic means.
• Organizes and manages department records management program including record retention, storage of plans and archiving of department files.
• Prepares reports routinely or as requested. (General department information, year-end reports, etc.)
• Conducts research projects and prepares reports and presentations for department director and manager, and staff.
• Assists City Clerk and staff in managing schedule and making arrangements for internal and external meetings.
• Assists with general city projects, operations and materials.
• Performs other duties as assigned.

Minimum Qualifications

• A high school diploma, GED or equivalent.
• Associates degree in secretarial, administrative, management, communications, business or related field.
• Three years' experience in an office with public contact and customer service.
• One year's experience with project management.
• Knowledge and demonstrated proficient computer skills including Microsoft Office program applications (Word, Excel, Access, PowerPoint) and various software applications.

An equivalent combination of education and experience may be considered.

Supplemental Information

Desired Qualifications

• Fluently speak, read or write any language other than English, including sign language.
• Experience with permits, elections, council activities, and ordinance interpretation.
• A Bachelor's degree in secretarial, administrative, management, communications, business or related field.

Benefits

There are no benefits associated with this position.