Administrative Assistant

Summary

Provides administrative support for assigned Department(s), including City Administration, City Clerk, and Finance.

Essential Duties and Responsibilities include the following; however, other duties may be assigned. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Serves as the first point of contact, in person and on the phone, for residents and visitors at City Hall, addressing inquiries, providing information, and directing individuals to the appropriate departments or staff;
• Prepares correspondence, lists, calendars, and booklets, ensuring accuracy of all such materials, as assigned;
• Assists in proofreading and assembling Board of Aldermen and Parks and Recreation Committee meeting packets and maintains calendar for City meetings;
• Updates City website, including posting agendas, minutes, bid opportunities, and announcements and sends out alerts via Nixle, as assigned;
• Assists with the distribution of bid documents;
• Processes, prepares, and maintains correspondence, department files, and documents, both digital and physical, in an organized manner;
• Prepares official City records and documents for proper filing and storage;
• Coordinates special projects and events held throughout the City, such as annual flu shots, ceremonies, employee and volunteer appreciation lunches, etc.;
• Assists in the processing of permit and license applications, ensuring compliance with the City’s codes and regulations;
• Meters, stamps, sorts, and distributes mail and oversees mailing projects as needed;
• Processes applications and paperwork for "Do Not Visit" lists;
• Prepares and distributes the City’s monthly newsletter;
• Processes and maintains organized records for Heroes Memorial brick orders;
• Assists in the processing, collecting, and accounting of payments received at the front desk;
• Maintains and orders necessary office and departmental supplies, as assigned;
• Maintains a comprehensive database list of suppliers, vendors, residents, and businesses;
• Performs notarization of City documents as needed;
• Maintains the confidentiality of sensitive information; and
• Other duties as assigned.

Supervisory Duties

No supervisory responsibilities.

Education and Experience Required

High School Diploma or equivalent. One (1) to three (3) years of related work experience or other equivalent combination of education and experience. Required to obtain and retain Notary Public License. Must have reliable transportation to and from work.

Knowledge, Skills, and Abilities

Knowledge of:

• Accepted secretarial principles and practices;
• Business and governmental correspondence formats;
• Departmental procedures;
• Microsoft Office products, including Word, Excel, Access, Publisher, and Outlook. Experience with Civic Plus is preferred; and
• Filing and records systems.

Ability to:

• Handle frequent interruptions and have the patience required to provide pleasant customer service to the general public, vendors, Staff, and Elected Officials;
• Understand, interpret, and apply general and specific administrative and departmental policies and procedures;
• Operate office equipment such as computers, fax machines, copiers, telephones, mailing machines, and binding machines;
• Effectively proofread materials for spelling, grammatical, and content errors;
• Understand and follow complex oral and written instructions, prioritize demands, and work independently;
• Effectively communicate both verbal and written information; and
• Demonstrate professional and effective interpersonal skills.

Job Type: Full-time

Pay: From $15.08 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Work Location: In person

Salary : $15