What are the responsibilities and job description for the Administrative Support Professional (Limited-Term) position at City of Dubuque, IA?
Position Summary
Please note: This position is funded through a federal grant. The grant supporting this position has been awarded to the City for an extended period and has historically been renewed; however, employment in this role is contingent upon the availability and continuation of federal grant funding.
GENERAL SUMMARY: Designed for a detail-oriented, people-focused individual, interested in catalyzing resident participation in AmeriCorps service to make positive change on some of Dubuque’s most pressing needs, this position is responsible for performing administrative functions such as drafting and transmitting correspondence, scheduling appointments, organizing, and maintaining paper and electronic files or providing information; and perform other duties as assigned. This valuable team member will be an integral part of supporting efforts to become a high-performance organization – data-driven and outcome-focused - with the ultimate goal of creating an equitable community of choice, through planning, partnerships, and people.
DISTINGUISHING FEATURES OF THE CLASS: Work in this class involves responsibility for the performance of complex and varied clerical duties to support the Community Impact Department in achieving its goals and program outcomes. The employee in this position reports to the Community Impact Director and work is reviewed through reports, conferences, and results achieved.
Job Duties
- Support the AmeriCorps Program in the compliance preparation, collection, and maintenance of appropriate grant documentation for enrolling and exiting AmeriCorps Members including, but not limited to AmeriCorps member background checks, citizenship verification, member service agreements, payroll and expense paperwork, member evaluations, as well as relevant documentation of AmeriCorps service and training.
- Assist in AmeriCorps member orientation and training, events, and service projects in cooperation with grant activity requirements.
- Create and distribute notices for members, non-profit agencies, and the community.
- Assist AmeriCorps members with time and service records completion and other reports ensuring timely completion and submission of program required paperwork.
- Handle quarterly evaluations of AmeriCorps files for audit and archival purposes.
- Participate in grant-based training and technical assistance sessions, evaluation efforts, and communication, including conference calls, webinars and in-person training opportunities.
- Track and monitor AmeriCorps program paperwork and requirements, along with AmeriCorps member r compliance to the requirements. Schedule appointments and meetings.
- Prepare documentation for contracts, purchase orders, budget transactions, or regulatory compliance; employee work schedules; informational or reference materials, research, and technical reports; and business correspondence across departments.
- Record personnel information; and information from meetings or other formal proceedings.
- Deals with highly confidential and sensitive information pertaining to decision-making processes.
- Maintain confidentiality of privileged information obtained in the course of work.
- Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
- Make travel, accommodations, or entertainment arrangements for others.
- Attend meetings, conferences and in-services with other community partners.
- Make travel, accommodations, or entertainment arrangements for others.
- Perform other duties as assigned.
KNOWLEDGE, SKILLS, AND ABILITIES:
This position requires a broad skill set centered around cultural awareness, human development, and group dynamics such as:
- AmeriCorps Management, Recruitment, and Community Engagement - Knowledge of AmeriCorps grant management, the mission and objectives of AmeriCorps and Volunteer Iowa, and state and federal grant programs and grant application processes; and the various community programs relating to grant goals.
- Clerical, Data Collection, and Analysis - Strong organizational and record-keeping abilities. High-level ability to work with computers and tech, software programs, and maintain and prepare reports. Working knowledge of computer hardware and software, including MS Windows, Word Excel, and Teams. Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
- English Language Reading Comprehension and Writing - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar. Reading and understanding written policies, procedures, and instructions. Writing and compiling reports, findings, and recommendations for co-workers or customers using both technical and non-technical language. Writing, developing, and performing presentations.
- Active Listening and Speaking - Listening to others, not interrupting, and asking good questions through active learning and listening; and clearly presenting routine and complex issues and reports to others using both technical and non-technical language. Listening to others for comprehension. Excellent customer service skills.
- Critical Thinking, Judgment, Decision Making and Complex Problem Solving - Thinking about the pros and cons of different ways or options to solve a problem and picking the best one. Noticing a problem and figuring out the best way to bring people together to solve the problem and any differences. Ability to use resourcefulness and
Qualifications
- High school diploma or equivalent, and;
- 1 to 12 months on-the-job training as an Administrative Assistant;
- Or the equivalent combination of relevant education and/or experience.
- Experience using computer systems and applications.
- Associate’s degree or college-level coursework in a relevant field; and
- At least 1 years of experience in an AmeriCorps Program and/or related structured volunteer experience.
- The ability to speak Spanish or a second language is preferred.
SUPERVISORY STATUS: None
Supplemental Information
WORK ENVIRONMENT: Duties require occasional working irregular hours; and nights, weekends, and holidays as necessary to complete assigned duties and responsibilities.
RESIDENCY REQUIREMENT: Employees shall establish their principal place of residence within fifty (50) miles of the corporate limits of the city of Dubuque as soon as practicable after the appointment but within two years of appointment.
FLSA STATUS: Non-exempt
Our Commitment to You
The City of Dubuque is committed to using a merit-based system in which recruiting, selecting, and advancing employees is based on their relative knowledge, skills, and abilities, in compliance with all applicable federal and state laws. Our organization provides equal opportunities for all individuals, fostering a workplace that values innovation, collaboration, and work-life balance. We offer job stability, a comprehensive benefits package, and an opportunity to serve and support our growing community. In accordance with legal obligations our policies and practices are designed to ensure fair treatment and foster a respectful workplace where all are encouraged to apply.