Administrative Assistant II

Job Title

Administrative Assistant II

Location

Rochester City Hall, NH

Salary

$48,630.40 - $65,540.80 Annually

Job Description

This position serves as an integral member of the Welfare Department team, performing a variety of administrative functions including preparing correspondence and reports, maintaining confidential records, scheduling, financial tracking, purchasing, processing invoices, and supporting departmental programs and special projects. The position also works closely with residents, landlords, community agencies, vendors, and other municipal departments while maintaining a high standard of customer service, professionalism, confidentiality, and respect.

The successful candidate will communicate effectively with individuals and families who may be experiencing financial hardship, housing instability, crisis, or other significant personal challenges. The position requires the ability to remain calm, professional, personable, and respectful when interacting with individuals from a wide range of backgrounds and life circumstances. Responsibilities may include providing general information about local welfare and other available community resources, using effective questioning to obtain or clarify information, making appropriate referrals, and assisting with the intake process as needed, while ensuring the respectful and consistent application of departmental policies, procedures, and established practices.

Essential Functions

The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Special Note: This class of Administrative Assistant II, is common to several city departments where the duties are of similar complexity and responsibility, but where the actual work tasks are apt to be somewhat different. Prepares correspondence, reports, minutes of committee meetings, grant applications as well as official correspondence from the Department Head and other professional department staff. Answers and screens in-coming telephone calls, clients and visitors; routes, responds to and keeps track of citizen concerns and complaints. Responsible for facility schedule maintained by department. May attend a counter or reception desk, answering inquiries and complaints of a routine nature; explains appropriate procedures, regulations or policies based on knowledge of office functions, programs or operations of the department. Reviews applications for licenses, variances, permits, general assistance, etc., for completeness and accuracy. Schedules appointments/inspections for department staff. Various Boards and Committee functions: Organize and schedule meetings, prepare agendas, attend meetings to take minutes. Manager social media or webpage for department. Maintains logs and files of department records, maps, reports and correspondence. Assists in the preparation of official documents such as the budget, lease agreements, department payroll, payables, bid documents and official correspondence to ensure accuracy and compliance with collective bargaining agreements, local and state laws and policies. Maintains detailed and accurate financial records pertaining to the operations of the department; may reconcile various department balances to business office according to standard office procedures; performs basic arithmetic computations to maintain record of reimbursements and fees collected. Files workers compensation and liability claims. Attends staff meetings and meetings with other agencies as required. Manages the procurement of materials, supplies and department inventory in accordance with City procedures; performs other similar or related work as required or as the situation dictates.

Recommended Minimum Qualifications

Education and Experience High School Degree or equivalent; three to five years of responsible clerical/bookkeeping experience required or an equivalent combination of education and experience which provides the required knowledge, skills or ability required.

Special Requirements

Knowledge, Ability and Skill Knowledge: Working knowledge of municipal bookkeeping and budgetary functions. Thorough knowledge of office practice and procedures. Thorough knowledge of office terminology, procedures and equipment. Working knowledge of City government. Working knowledge of applicable office and financial software applications. Ability: Ability to interact in a positive and effective manner with employees and the general public. Ability to communicate effectively, orally and in writing. Ability to use a personal computer and related office software. Ability to operate a telephone and standard office equipment. Ability to maintain detailed and accurate records and to execute oral and written instructions in a precise manner. Skill: Excellent planning and organizational skills. Excellent employee relations and public relations skills and ability to handle multiple tasks. Good judgment and integrity. Proficient mathematical and bookkeeping skills. Physical and Mental Requirements Minimal physical effort generally required in performing administrative duties. Position requires the ability to operate a keyboard and standard office equipment. Occasionally required to lift office equipment weighing no more than 30 pounds. The employee is frequently required to lift, talk and hear. Specific vision requirements include close vision, distance vision, and to adjust focus.

Benefits

We offer a complete benefits package to full-time employees including paid holidays, time off, medical, dental, retirement, flexible spending accounts, life insurance, short-term and long-term disability insurance, optional supplemental life and dependent life insurance, and tuition reimbursement. Holidays and time off are paid to part-time employees on a pro-rated basis. Additionally part-time employees who work 30-34 hours per week are eligible to enroll in the same medical/dental plans that are offered to full-time employees at their own expense.