What are the responsibilities and job description for the Administrative Assistant - Full Time position at City of Bolivar?
GENERAL SUMMARY OF DUTIES
The Administration Assistant to the City Clerk will be responsible for a wide range of customer service and clerical duties as required within the City Clerk and Finance Offices.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Serves as back up to City Clerk and as administrative assistant for other departments as needs arise.
- Performs City Receptionist duties by being the primary contact assisting visitors to City Hall, maintaining a high level of professionalism.
- Handles the switchboard including answering and/or directing incoming telephone calls.
- Obtains knowledge of sunshine law procedures and assists in processing of various citizen requests.
- Processes City Licensing and Permits.
- Takes payments for items that require fees and processing and process bank deposits.
- Maintains basic information on the City’s social media and website.
- Performs accounts receivable duties for all monies collected by City.
- Assists with maintaining database for City assets and inventory.
- Will train as backup for the Accounts Payable Department.
- Performs other duties as assigned.
IMPORTANT FUNCTIONS
- Works independently and exercise initiative and judgment in the planning and execution of tasks assigned.
- Demonstrates a high degree of professionalism and effective interpersonal skills at all times.
- Reviews financial records, reports, and related documents, identify discrepancies, and resolve problems.
- Utilizes general office equipment such as computers, 10-key, fax machines, copiers, e-mail and all similar office technology on a regular basis.
- Demonstrated ability to support and function in team environment.
- Prepares and maintains records with a high level of detail and accuracy.
- Reliability and dependability.
- Develops and maintains working relationships with the other city departments and outside agencies.
ESSENTIAL MENTAL ALERTNESS REQUIREMENTS
- Work in a constant state of alertness and safe manner
- Ability to perform tasks involving high levels of cognitive function and judgment
- Not mentally or physically impaired from any cause that can adversely affect ability to safely and competently perform the duties of the position
- Ability to take prompt and appropriate response to operating conditions
- Ability to work in an unfatigued state
- Ability to accurately gauge lengths of time and distance
- Ability to quickly store and recall instructions in one’s short-term memory
- Ability to concentrate
- Ability to cope with sudden changes in surrounding and/or emergency situations and/or alarms
- Demonstrated caring, committed and concerned attitude about safety
QUALIFICATION REQUIREMENTS
Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
EDUCATION, EXPERIENCE, AND TRAINING
- High school graduate or equivalent required.
- Associate’s degree in Accounting or related field preferred.
- Two years of customer service and office experience preferred.
KNOWLEDGE, SKILLS, AND ABILITIES
- Considerable knowledge of municipal government operations, familiarity with City ordinances and proceedings preferred.
- Demonstrated proficiency with Microsoft Office Suite. Knowledge of Incode Software preferred.
- High level of confidentiality, integrity and discretion regarding sensitive information.
- Prioritize, plan and organize work and meet deadlines and follow up in an efficient manner.
- Knowledge of modern office practices and procedures, including operations of modern office equipment.
- Demonstrated excellent interpersonal, written and verbal communication skills
- Ability to deal effectively and courteously with a diverse group of employees and the general public; model and promote respect for differences among employees and citizens.
- Possess a high level of accuracy and attention to detail amidst a multi-tasking, changing priority environment.
- Ability to perform effectively as a team member and foster an environment that reflects the City’s stated mission and philosophy.
PHYSICAL REQUIREMENTS
- Sufficient physical ability and mobility to work in an office setting.
- Constant sitting but may involve walking or standing.
- Occasionally stoop, bend, kneel, crouch, reach, and twist.
- Ability to lift, carry, push, or pull up to 20 pounds on an occasional basis.
- Hold and grip objects.
LICENSING AND CERTIFICATION
- Valid Missouri Driver’s License and must remain insurable under the City’s liability insurance policy.