Administrative Assistant

Internal Job Posting

This is an internal job posting. Only current City of Hamilton employees who are AFSCME 3169 members are eligible to apply. All other applicants will be rejected.

The principal function of an employee in this class is to perform clerical and related administrative support work under limited supervision. The work will involve the performance of general office duties, including receiving and screening office visitors, answering and routing telephone calls, opening and distributing mail, entering data into a computer, maintaining files, word processing and related tasks. The employee will also perform duties involving the compilation of report data, dispatching, preparing purchase orders and using the computerized purchase order system, using the computerized accounts payable system, making routine billings, balancing the cash register, developing spreadsheets and routine databases, monitoring expenditures, preparing original correspondence, compiling complex reports and/or financial data, performing some data analysis, supporting boards or commissions, preparing non-routine billings, directing (but not supervising) most duties of other departmental clerical staff, providing training to other staff on departmental or divisional functions as directed, and preparing the payroll for a division or department with multiple union contracts. The work is performed under the general direction and supervision of a department head, office manager or other supervisor but substantial leeway is granted for the exercise of independent judgment and initiative. The nature of the work performed requires that an employee in this class establish and maintain close cooperative working relationships with supervisory personnel, other department employees, other City employees and the general public.

Essential Job Functions

• Serves as "lead" clerical staff person;
• Performs high level office management functions for a division and/or department
• Greets, screens and directs visitors, telephone calls, faxes, mail and messages for office personnel;
• Receives requests from the public for community, City and/or department-related information and provides such information or directs requests to other departmental staff, other City personnel and/or other community organizations;
• Listens to and answers or directs complaints from the public relating to department or City operations to appropriate departmental or City personnel;
• Dispatches departmental or other personnel in response to citizen calls or requests from other departmental or City personnel;
• Interprets and applies departmental or office rules, policies and regulations in accordance with prescribed procedures and guidelines;
• Manages processes and maintains files and records of correspondence, reports, department documents, charts, minutes and other materials as instructed. Makes complete and up-to-date files and records available to other office personnel quickly and/or routes related records in accordance with prescribed procedures or as requested;
• Collects payments and fees and provides receipts as necessary;
• Balances cash register;
• Prepares accurate correspondence, memoranda, reports, department documents and agendas requested by the department head or other designated office personnel;
• Prepares original correspondence as necessary;
• Prepares agendas and provides other clerical support to departmental boards and/or commissions;
• Analyzes and compiles statistical and/or financial data into reports as directed;
• Copies, packages and distributes a variety of written materials as requested by the department head or other designated office personnel;
• Enters data into computer relating to department records and documents;
• Develops spreadsheets and routine databases as necessary;
• Monitors divisional and/or departmental expenditures;
• Prepares purchase orders and uses the computerized purchase order system as necessary;
• Prepares routine and non-routine billings as directed;
• Uses the City's computerized accounts payable systems as necessary;
• Prepares divisional payroll for divisions with multiple union contracts and/or object codes;
• Provides some training to other staff on departmental or divisional functions as necessary;
• Performs related work as required.

Skills/Knowledges/Abilities

• Comprehensive knowledge of modern office procedures, practices and equipment;
• Comprehensive knowledge of modern office filing systems and procedures;
• Ability to communicate well with others, both orally and in writing;
• Ability to understand and follow oral and/or written policies, procedures and instructions;
• Ability to establish and maintain effective working relationships with other employees, supervisory personnel and the general public;
• Ability to operate a personal computer at a reasonable rate of speed using standard word processing, spreadsheet and database applications appropriate to assigned duties;
• Ability to use the City's computerized payroll, purchasing, accounts payable, and other mainframe systems to a degree appropriate to assigned duties;
• Ability to maintain clerical records and to prepare reports from such records;
• Ability to understand and make work decisions in accordance with office rules, regulations, policies and procedures;
• Ability to perform a wide variety of clerical and secretarial tasks with accuracy and speed under the pressure of time-sensitive deadlines;
• Ability to organize and perform work responsibilities under limited supervision;
• Ability to direct the work of others in a professional and organized fashion;
• Ability to represent the City in a professional manner in support of boards and commissions;
• Ability to learn and put to use new skills and knowledge brought about by rapidly changing information and/or technology.

Training/Education/Qualifications

• High School Diploma or equivalent (GED); and
• Three to five years' experience in the performance of secretarial duties, including visitor reception tasks, data entry, spreadsheet creation, preparation of correspondence, use of the City's mainframe and/or a similar mainframe system; preparation of a divisional payroll; and the maintenance of detailed records and files; or
• Any equivalent combination of experience and training that provides the knowledge, skills and abilities necessary to perform the work.

Benefits

The below information is solely intended as a summary of the benefits available and is subject to change. Not all benefits listed are available for every position. Benefits can vary depending on applicable labor agreements and/or salary plan.

Temporary and part-time positions are not eligible for the benefits listed below.

For specific questions, contact the HR Contact indicated on the Job Posting.

Health Insurance

The City offers comprehensive medical, dental, and vision insurance coverage. The medical plan is a High Deductible Health Plan (HDHP) with a Health Savings Account (HSA) to help cover eligible healthcare expenses. Health insurance coverage begins on your date of hire.

Holidays

For many employee groups, the City provides 17 days (136 hours/year) of paid holiday leave. These include: New Year's Day, Martin Luther King Day, Good Friday, Memorial Day, Independence Day, Labor Day, Thanksgiving Day and the Friday after, Christmas Eve Day, Christmas Day and New Year's Eve.

Life Insurance

After six months of employment, employees are eligible for $10,000 coverage under our group life insurance policy. Additional coverage up to the employee's annual salary ($40,000 maximum) may be purchased. Upon retirement this coverage will be reduced to $4,000. The premiums will be paid by the City.

Voluntary Supplemental Benefits

Life insurance (term and whole life), critical illness/cancer, accident, short / long term disability insurance

Deferred Compensation Plan

This plan allows employees to build a financial reserve for retirement by using pre-tax, payroll deducted contributions. This money is held and invested by the plan's trustees in options selected by the employee. Risk levels vary depending on the options chosen. Participation is voluntary.

Retirement Plans

The Ohio Public Employees Retirement System (OPERS) and the Police and Fire Disability and Pension Fund (PFDPF) are the two plans available to City employees. Both are established by Ohio law and participation is required. Both the employee and the City of Hamilton contribute a percentage (pre-tax) into the system. Members do not pay into the Federal Social Security System. Employees and the City also contribute to Medicare.

EMPLOYEES WHO ARE COVERED BY A COLLECTIVE BARGAINING AGREEMENT (CBA) MAY HAVE BENEFITS THAT DIFFER FROM THOSE NOTED ABOVE. IN THOSE INSTANCES, YOU MUST REFER TO THE CBA FOR SPECIFIC BENEFIT DETAILS. THIS LISTING IS NOT ALL-INCLUSIVE, BUT IS INTENDED TO PROVIDE A BRIEF OVERVIEW.