Administrative Assistant - City Clerk

Job Summary

Join our team as an Administrative Assistant in the City Clerk's office, where your organizational skills and attention to detail will shine. In this role, you'll provide vital support by managing records, assisting with public inquiries, and coordinating office activities. The ideal candidate will have excellent communication abilities and a knack for multitasking in a fast-paced environment.

Performs a variety of administrative and technical duties in support of the City Clerk's Office. The position requires advanced computer knowledge and technical proficiency, strong organizational and communication skills, sound judgment, initiative, and the ability to exercise independent decision-making while working with minimal supervision. As a primary point of contact for the City Clerk's Office, this position provides administrative support and coordination for a broad range of departmental functions, including, but not limited to, City Council meetings, Vital Statistics, Boards and Commissions, records management, permitting, polling, office supplies, budgeting and billing.

The position is expected to maintain a high level of accuracy, confidentiality, professionalism, and customer service while ensuring assigned responsibilities are completed efficiently and in accordance with applicable policies, procedures, and regulations.

• Operates a multi-line telephone system and provides professional, courteous, and responsive first-line customer service at the front window to internal and external customers. Provides information regarding City Clerk services, procedures, requirements, and applicable fees.
• Provides administrative support for the daily operations of the City Clerk's Office, including meeting setup, City Council meeting-related activities, polling activities, departmental Outlook calendars, and other administrative functions.
• Provides administrative support for Vital Statistics operations and assists with the processing, issuance, filing, maintenance, and retrieval of birth and death records in accordance with applicable laws, regulations, and departmental procedures.
• Coordinates and updates records related to City Boards and Commissions; coordinates appointments; and ensures appointment and appointee documentation complies with applicable City policies and state requirements.
• Coordinates the purchasing of office supplies and maintains departmental inventory. Provides notary services, coordinates departmental travel, processes purchase orders and P-Cards, and provides administrative support for the departmental budget process, including day-to-day expenditure tracking.
• Processes Alcohol Packets and various other permits administered by the City Clerk's Office, ensuring required documentation is complete and appropriately processed in accordance with established procedures, City requirements, and applicable state laws and regulations.
• Provides administrative support to the City Clerk and assists with special projects, assignments, and departmental initiatives as directed and performs all other duties as assigned.

Minimum Qualifications

• High School Diploma or equivalent (GED)
• Three years of customer service or general office experience.
• Must be bondable and able to become a notary public.

OR

• An equivalent combination of experience, certification and/or licenses sufficient to successfully perform the essential functions of the job.

• Associate’s Degree in Public Administration, Business, or related field from an accredited college or institution.
• Bilingual (Spanish).
• Municipal government experience.

Ability to multitask, establish priorities, work independently or as a part of a team, and maintain organization. Work requires continual…