Municipal Administrative Assistant

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Job Summary The Municipal Administrative Assistant supports the administrative functions of City Hall, with a focus on financial recordkeeping, customer service, and project tracking. This role will help relieve workload pressures from the City Clerk and City Collector, ensure smoother budgeting and audit preparation, and improve the organization and accessibility of city records, and organization of procedures and processess related to utility billing and building permits/Inspections.

If you're an organized individual, this is for you! This is your chance to get your foot in the door and serve the needs of the citizens. The inner workings of Local Government are rarely seen or understood, and this is a great opportunity to not only see how its done, but play a vital role in its functionality.

Responsibilities

• Provide excellent customer support by answering phone calls and responding to inquiries in a professional manner.
• Assist with clerical tasks such as filing, data entry, and maintaining organized records.
• Assist with preparation and entry of budget documents and financial records.
• Support utility billing processes and respond to customer inquiries as needed.
• Organize, scan, and index historical and current records to improve document accessibility.
• Track ongoing city projects, tasks, and deadlines as directed by the City Administrator.
• Draft routine correspondence and assist the City Clerk with posting notices, agendas, and updates.
• Coordinate with department heads to collect data and compile reports.
• Maintain confidentiality and professionalism when handling sensitive information.
• Perform other duties as assigned to support the effective operation of City Hall.
• Handle front desk duties, ensuring a welcoming atmosphere for visitors and clients. This includes utility billing & building permits.
• Utilize QuickBooks for basic accounting tasks and financial record keeping as needed.
• Support office operations by ordering supplies, managing inventory, and maintaining equipment when needed.
• Collaborate with team members to enhance office efficiency and streamline processes.
• Manage calendars, schedule appointments, and coordinate meetings for staff.

Skills

• Strong calendar management abilities to coordinate schedules effectively.
• Bilingual proficiency is a plus, enhancing communication with diverse clients.
• Excellent phone etiquette to represent the organization professionally over the phone.
• Proven customer service skills to address client needs promptly and courteously.
• Proficient in clerical duties including data entry and document management.
• Familiarity with QuickBooks is preferred for financial administration tasks, but not a requirement . We can train you on Quickbooks if needed when time allows.
• Strong organizational skills with the ability to multitask in a fast-paced environment.
• Ability to work collaboratively within a team while also being self-motivated.

Work Environment:

This position is primarily performed in an office setting and may involve occasional lifting of file boxes, scanning documents, and working at a computer for extended periods.

Qualifications:

• High school diploma or equivalent required.
• Prior experience in municipal government, bookkeeping, or administrative support strongly preferred.
• Strong computer skills, including Microsoft Office (Word, Excel, Outlook); familiarity with QuickBooks or utility billing software is a plus.
• Excellent organizational and time management skills.
• Ability to work independently while managing multiple priorities.
• Strong communication and customer service skills.

Job Type: Full-time

Pay: $18.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work Location: In person