Deputy City Clerk​/Administrative Assistant

GENERAL DESCRIPTION:

Highly responsible clerical work includes administrative responsibility as staff executive assistant to the City Manager, City Clerk, and Operations Manager. Positions differ from those in the Administrative Secretary class because they involve independent performance of more complex staff assistant tasks.

The list of essential functions, as outlined herein, is intended to be representative of the major tasks performed within this classification.

It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such duties are a logical assignment to the position. Specific tasks on a day-to-day basis will reflect the broad areas of expertise for this position.

• Reports directly to the City Manager, Operations Manager, and City Clerk.
• Acts as personal secretary and aide to the City Manager. Participates in the manager's work, such as interviewing office visitors and providing information about the department's services and operations. Prepares forms independently and composes letters for the City Manager’s signature. Answers phone and resolves calls as appropriate. In cases where the City Manager is required to return the call, provides backup materials to assist in handling it.
• Keeps City Manager’s calendar. Determines which meetings or events require attendance and ensures time is used efficiently.
• Sets up and maintains files. Files letters, reports, and related technical information in the prescribed manner. Assembles information for the manager’s use.
• Advises department heads, supervisors, and the City Attorney of important meetings.
• Coordinates meetings with the City Council through the City Clerk
• Receives and screens callers. Refers to callers to other employees, officials, or departments as needed.
• Takes minutes of conferences, meetings, and official functions as required.
• Performs general administrative duties, including typing, filing, ordering office supplies, etc. Will be required to perform other administrative duties as requested, directed, or assigned.
• Willingness to travel for meetings, conferences, and other various events
• Assists walk-in visitors at the Admin service window
• Manage all record-keeping, including document storage/filing, coordinating with the City Clerks record keeping and retention process
• Support development and filing of all digital and hard copy reports, documents, and files.
• Support the City Clerk and Operations Manager on various tasks and assignments
• Will serve as the city’s Deputy City Clerk and begin certification for a CMC and MMC
• Answer and appropriately conclude all incoming CRA-related phone calls, emails, and related communications
• Manage CRA-related events in the City Manager’s calendar
• Other tasks as assigned within the parameters of an office-related position.

• Knowledge of business English, spelling, and punctuation.
• Knowledge of office practices and procedures.
• Knowledge of record keeping and filing
• Knowledge of phone etiquette and professional communication skills for client interaction and internal correspondence.
• Ability to operate and understand various computer programs and systems
• Knowledge of the overall functions and operations of the department to which assigned. Ability to prepare documents, compose letters, and memoranda.
• Ability to make decisions in accordance with departmental rules, regulations, and policies. Ability to establish and maintain effective working relationships with employees and the public.

Must possess the following physical abilities:

• To sit at a desk and view a display screen for extended periods.

Ability to deal with…