Administrative Support Associate

Overview

Under direction of the City Secretary, the Administrative Support Associate serves as the primary point of contact for City Hall by providing exceptional customer service to visitors and callers, including managing the City’s main phone line, greeting customers, and addressing or escalating inquiries and concerns. The role provides administrative and clerical support to City departments through data entry, records management, meeting support, mail services, basic accounting functions, while maintaining professionalism and confidentiality.

• Ability to operate a multi-line phone system to manage the City’s main phone line, including answering incoming phone calls, providing appropriate information and assisting with citizen complaints/concerns or directing calls to appropriate department or individual.
• Greet City Hall visitors and respond to various questions and/or concerns related to City departments, services, events, job openings, etc. and ensure customers connect with the appropriate resources.
• Respond to, resolve, and escalate customer concerns and queries for unique or complex customer service situations to include but not limited to, providing information and taking appropriate actions to resolve issues and requests and log citizen inquiries to track trends.
• Maintain an organized and neat workstation and lobby and request updated City flyers and resources as needed for display and assist with updating the City external website.
• Monitor building security and report any suspicious activity to supervisor.
• Assist with mail service duties and responsibilities, to include preparing incoming and outgoing mail and collecting or delivering mail in accordance with departmental procedures.
• Complete data entry, filing, copying, scheduling appointments and meetings to support department staff and attend city meetings as needed.
• Assist with departmental accounting functions such as processing departmental invoices, purchase orders and other procurement activities.
• Provide administrative support back-up to other positions within the department, as well as the City Manager’s office as needed.
• Assist with special projects as requested and perform other related duties as assigned.

• Required:
• High School Diploma or G.E.D., and two (2) years’ customer service, clerical or administrative support experience; or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job.
• Possess excellent communication and customer service skills, including the ability to compose and prepare routine correspondence and documents.
• Well organized with the ability to complete work with a strong attention to detail
• Possess intermediate level computer skills in the use of word processing, spreadsheets and data entry, as well as the ability to quickly learn software related to department functions.
• Ability to maintain confidentiality and discretion.
• Ability to deal effectively and courteously with peers, superiors, and the general public.
• Ability to prioritize projects and meet established or anticipated deadlines.
• Preferred:
• College Level Coursework Completed
• Knowledge of administrative, accounting, and budgeting procedures
• Experience with Microsoft Office software