Administrative Assistant III

RESPONSIBILITIES Assists the City Manager and City Clerk Provides support to the City Clerk in the preparation of correspondence, mail, telephone calls, e-mails, conference registration and travel arrangements for the City Council; Intake and processing of Local Business tax Receipts and Golf Cart Permits Manage Clerk's Office and Chamber Calendars Monitor emails for the City's General and Public Records account Assists in the preparation and distribution of public notices, agenda materials and minutes for City Council and Meetings as assigned Prepares and sets up Council chambers for meetings Assists in the maintenance and accuracy of City Website and other Social Media platforms Performs research and retrieval of records Prepare and index documents for scanning; ensures post-scanning quality assurance Files official documents, maintains department files and cross-references information Assists in the design, preparation and maintenance of department records, under the direction of the Deputy Clerk KSAs: Knowledge of organization and function of City government. Knowledge of Department and City policies, procedures and practices. Ability to establish and maintain effective working relationships with employees and the public. Ability to organize, file and retrieve volumes of written materials. Ability to work under pressure with short deadlines. Ability to interact with a diverse group of people. Ability to effectively communicate orally and written skills. Ability to transcribe recorded (spoken) material. Skills in supporting upper-level management. Skills with advance knowledge of Microsoft Office programs, with strong knowledge in Word, Excel, PowerPoint and Outlook. Skills in strong typing, customer service, problem-solving, and organizational. Education/Experience: High School Diploma or GED and 3-5 years related experience. Technical: Advanced proficiency with Microsoft Office applications & internet; Working knowledge of Concur & expense tracking. Ability to use Lync. Ability to learn CMMS, CAD & Hansen (may vary). Advanced math skills including debits & credits. Working knowledge of post office protocol, bulk mail processing, work order systems & handling. Working knowledge of Work Day and Vehicle GPS System. Communication: Communicates clearly & professionally. Contributes to a positive internal & external customer experience. Maintains composure in challenging situations. Collaborates with others. Asks for constructive feedback. Communicates detailed information. Problem Solving & Quality: Pays attention to detail. Identifies & solves complex issues. Escalates issues accordingly; Checks work for quality. Shares suggestions to improve quality & productivity. Identifies, solves complex issues. Managing for Results: Works independently with minimal supervision. Takes projects to completion. Follows all company policies & SOPs. Manages multiple tasks, projects & priorities. Demonstrates flexibility in workflow/scheduling. Leadership & Initiative: Demonstrates a positive attitude. Acts in accordance with company vision, mission & values. Takes accountability for own performance. Willing to take on additional assignments. Seeks out opportunities for leadership & development. Trains others. Takes charge in absence of supervisor. PHYSICAL DEMANDS The work environment is characteristic of an office environment: sitting, standing, walking, bending and lifting are required to perform job responsibilities. The employee must occasionally lift and move up to 20 lbs. TRAVEL Limited - as needed. An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, age, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.