Administrative Assistant

Administrative Assistant

General Purpose: Under general supervision, performs a variety of secretarial, technical, organizational and administrative activities to support the functions of the assigned Department; duties may vary according to work assignment. Note: The current opening is at our City Clerk's Office but this recruitment may be used for future vacancies if they come open.

Essential Duties and Responsibilities

Primary Duties and Responsibilities: The following duties are not intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Maintains calendars, schedules meetings and appointments; prioritizes and resolves complex meeting schedules; coordinates meeting resources and travel.
• Prepares meeting agendas and presentation materials; takes and transcribes meeting minutes and prepares summaries for distribution.
• Conducts and coordinates assigned projects and research studies; identifies and resolves problems; may coordinate the work of office staff.
• Composes correspondence and other documents on a wide variety of subjects requiring knowledge of the procedures and policies of the assigned Department; creates, edits and processes memoranda, legal and technical documents and other communications.
• Maintains department files and library; collects and compiles statistical data; develops and creates a variety of technical and statistical reports; updates manual and computer records and tracking systems; creates management reports.
• Maintains personnel and payroll files; research files and computer databases; assures all administrative actions are in compliance with City policy, procedures and guidelines; utilizes the City computer systems to input, access, retrieve, and review confidential data. May assist in departmental budget and fee schedule development. May assist with departmental budget administration and monitoring.
• Resolves problems and customer service inquiries within scope of authority; screens and routes calls to appropriate individuals, takes and delivers messages.
• Provides advice and assistance to staff and customers on compliance with laws, rules and regulations.
• May supervise and review the work of Department staff.
• May serve as Notary Public.
• Performs other duties as assigned or required.

Supervision Exercised: May supervise clerical staff.

Minimum Requirements

Education and Experience: High School diploma or GED equivalent, and three (3) years of administrative support experience.

Supplemental Information

Necessary Knowledge and Skills:

Knowledge of: City policies and procedures. Personnel rules, accounting and budgeting systems. Basic principles of record keeping, case files and records management. Administrative regulations, policies and procedures.

Skill in: Operating a personal computer, utilizing a variety of business software. Reading and understanding City, state and Federal rules and regulations. Assessing and prioritizing multiple tasks, projects and demands. Writing accurate reports, documents and correspondence. Creating and maintaining quality working relationships. Working independently and as a team member, maintaining composure, and working effectively in a high-pressure environment with changing priorities. Effectively communicating, both orally and in writing.

Special Requirements: None

City Clerk's Office Supplemental Information

The following duties and knowledge are specific to the Administrative Assistant position assigned to the City Clerk's Office and are intended to supplement the general Administrative Assistant job description:

• Maintains official records; research files and computer databases; assures all administrative actions are in compliance with City policy, procedures and guidelines; utilizes City computer systems to input, access, retrieve, and review confidential data. May assist in departmental budget and fee schedule development. May assist with departmental budget administration and monitoring.
• Assists with public records requests by locating, organizing, reviewing, processing, and distributing responsive records in accordance with applicable laws and City procedures.
• Assists with the planning and coordination of events and special functions overseen by the City Clerk's Office, including scheduling, timelines, meeting logistics, facilities, materials, communications, and other administrative arrangements.
• Serves as a Passport Acceptance Agent; accepts and processes passport applications in accordance with U.S. Department of State requirements, verifies required documentation, provides information and assistance to applicants, and maintains accurate records and supporting documentation.

Additional Knowledge:

• Confidentiality requirements and appropriate handling of sensitive information.
• Administrative procedures, office organization, and proficient customer service.

Physical Demands / Work Environment: Standard office environment. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as needed. The City does not hire at the top of the range. Candidate may start above the beginning of the range depending on qualifications.