Administrative Assistant

This job was posted by https://www.kansasworks.com : For more

information, please see: https://www.kansasworks.com/jobs/13677773

**POSITION SUMMARY**

The Administrative Assistant is a non-exempt position under FLSA. This

position provides administrative and operational support, including

purchasing coordination, records management, public communication,

recycling program coordination, and general office administration.

Strong organizational, communication, record-keeping, and public

relations skills are required, along with the ability to manage multiple

assignments and adapt to changing daily operational needs

**ESSENTIAL FUNCTIONS**

• Coordinates administrative support activities, including purchasing
  
  

coordination, shipping, records maintenance, and general office

administration;

• Answers and documents incoming telephone calls, emails, and walk-in
  
  

inquiries; provides information regarding services, programs,

complaints, activities, and functions, and relays information to

appropriate staff;

• Maintains departmental files, correspondence, reports, operational
  
  

records, and other administrative documentation;

• Coordinates administrative support activities related to the City\'s
  
  

recycling program, including communication and coordination with the

contracted recycling operator, tracking operational information,

coordinating public communication, and soliciting bids for the sale

of recyclable materials;

• Compiles and maintains records and information related to the Tree
  
  

Board, including applications, appointments, correspondence, and

meeting coordination;

• Assists with the distribution, tracking, filing, and maintenance of
  
  

bid, proposal, project, and contract documents;

• Coordinates public notifications regarding service interruptions,
  
  

street closures, facility closures, and departmental operations;

• Provides information and documentation for updates to the City
  
  

website, social media platforms, and other public communication

outlets;

• Coordinates with vendors, suppliers, contractors, and service
  
  

providers regarding deliveries, invoicing, documentation, and

related administrative matters;

• Assists with departmental purchasing records, invoice processing,
  
  

and operational documentation;

• Assists other departments and staff as needed;
• Performs other duties as assigned.
  
  

**POSITION REQUIREMENTS**

Experience: Any combination of education and experience related to

administrative support, office coordination, records management, or

customer service in a fast-paced office environment. Experience in

municipal government is preferred.

Education: A high school diploma or GED is required. Additional

education or training in office administration, business, or related

fields is preferred.

Technical Skills: Thorough knowledge of office procedures, recordkeeping

practices, and computer applications is required. This employee must be

able to operate computers, telephone systems, and standard office

equipment. Strong organizational, written, and verbal communication, and

customer service skills are required. The ability to prepare and

maintain accurate records and interpret written instructions is

essential.

Problem Solving: Problem-solving is an important factor in this

position. This employee is responsible for prioritizing daily

assignments, coordinating multiple administrative activities,

maintaining accurate records, and responding appropriately to

operational and public inquiries.

Decision-Making: Limited independent decision-making is required in this

position. This employee exercises judgment in organizing daily work

activities, responding to routine public inquiries, and coordinating

administrative processes.

Supervision: This employee works under the supervision of the Public

Works Director and does not supervise other emplo yees.

Financial Accountability: This employee assists with purchasing

coordination, invoice processing, and departmental records associated

with operational expenditures and departmental resources.

Personal Relations: Daily interaction with the public, department

personnel, contractors, vendors, and employees from other City

departments is expected. The employee must communicate professionally

and effectively with a variety of individuals and organizations.

Working Conditions: Work is primarily performed in an office environment

with occasional visits to departmental facilities and operational

locations.

Physical Requirements: Physical activity associated with office work is

required, including operating office equipment, filing documents, and

occasional lifting of records or materials.