Administrative Assistant - Secretary's Office

Position: Administrative Assistant - City Secretary's Office
Job Summary

Performs professional administrative and office support activities for an assigned department. Works independently to coordinate meetings; prepare correspondence; maintain records and files; process invoices and expenditures; respond to public inquiries; and support departmental operations. Provides confidential and complex administrative support requiring sound judgment, organizational skills, and effective communication.

Essential Functions

1. Receives and screens telephone calls, correspondence, visitors and customers; responds to routine inquiries and furnishes information in a professional and efficient manner.

2. Composes, types and edits correspondence, memoranda, reports, and other documents using a variety of office software.

3. Routes and answers routine correspondence not requiring supervisor's attention.

4. Organizes and maintains department files, records, logs and databases; ensures proper retention and confidentiality of records.

5. Coordinates meetings and conferences, including preparing agendas, scheduling attendees, reserving meeting space, and preparing materials. May attend meetings and take minutes as required.

6. Prepares reports by gathering necessary information and summarizing data.

7. Tracks and processes purchase requisitions, invoices, expenditures and other financial documentation in accordance with City policies.

8. Monitors office supplies and equipment; places orders and coordinates maintenance or service requests.

9. Assists in organizing special projects and events; coordinates with vendors and other departments as needed.

10. Provides excellent customer service to internal and external customers; resolves issues using sound judgment and diplomacy.

11. Organizes, evaluates and expedites workload within the department.

12. May assign, schedule or provide training to other administrative staff as directed.

13. Maintains confidentiality of sensitive and personal information.

14. Operates standard office equipment including computer, printer, copier, scanner, and related systems.

15. Performs related duties as directed when such duties are a logical and appropriate assignment to the position.

16. Regular and timely attendance are required for this position.

17. Interacts professionally and respectfully with the public, coworkers and others in the course of daily work.

When Assigned to Animal Services:

* Oversees daily operations of customer service desk and provides direction to staff and volunteers.

* Handles monetary transactions, receipts and deposits.

* Maintains shelter database and processes intake, outcome, licensing and related documentation.

* Tracks and manages department expenses and assists with annual budget preparation.

* Orders and maintains inventory for shelter operations.

* Coordinates work orders and maintenance requests.

* May assist with volunteer coordination and outreach efforts.

* May support animal care functions as needed.

* May operate a motor vehicle to transport supplies or animals.

* Position may require work on weekends and holidays.

When Assigned to City Secretary's Office:

* Assists with preparation and maintenance of official records including ordinances, resolutions, contracts and minutes.

* Assists with City Council agenda preparation, posting and packet distribution.

* Attends City Council meetings and special meetings as required. Attendance at night meetings may be required.

* Processes Public Information Act requests in accordance with state law.

* Aids City departments with records management programs and practices under supervision of City Secretary and Assistant City Secretary.

* Assists with the Board and Commission appointment process.

* Processes permits and other statutory filings.

* Coordinates the Vital Statistics Program, including receiving and issuing birth and death records; and working with parents, medical professionals, funeral homes and government agencies to ensure proper processing and maintenance of vital records types.

When Assigned to Planning Services / Code Enforcement:

* Tracks ordinance violations and prepares related correspondence.

* Assists with citation and warrant documentation.

* Coordinates with Municipal Court and City Attorney as directed.

* Maintains and scans case files.

When Assigned to Information Technology:

* Receives and routes IT support calls; enters help desk tickets.

* Processes IT purchase invoices.

* Coordinates internal IT staff meetings.

* Manages IT office supply inventory.

* May assist with Level 1 support triage.

When Assigned to Public Works:

* Receives civil engineering plans and routes appropriately.

* Answers public inquiries and routes calls to appropriate divisions.

Required Skills

SKILLS, KNOWLEDGE AND ABILITY

* Knowledge of general office policies and procedures.

* Must have basic computer skills using Microsoft Office projects such as Word and Excel.

* Ability to operate modern office equipment, including computers, printers, copy machines, etc.

* Ability to type and enter data with speed and accuracy.

* Ability to…