ADMINISTRATIVE ASSISTANT II

Regular Full-time
Hours worked per week: 40
Work Schedule: Monday - Friday

The City of Helena is an equal opportunity employer. The City shall, upon request, provide reasonable accommodations to otherwise qualified individuals with disabilities.

Job Purpose:
The Administrative Assistant II will be responsible for a variety of general clerical duties and other supporting duties for the Clerk Staff, as well as other departmental staff. The position will help to facilitate the public interface of the Clerk/Commission office’s engagement, including webpage management, and cloud-based filing of digital records. The position will also help in creating efficiencies in current processes and will assist the Clerk in developing and integrating new technology-based processes for records retention, records management, and digitization.

Essential Duties:
Duty 1: Records Management Assistant / Digitization Assistance
45% Time
Essential Tasks:

• Scan and digitize physical records and upload them into the M-Files system.

• Prepare, organize, and collate materials for scanning.

• Capture digital images from paper or film according to established specifications and standards.

• Perform basic image adjustments such as cropping and rotating.

• Ensure quality and accuracy by reviewing scanned images for clarity, completeness, and legibility, performing necessary corrections, and collecting required metadata.

• Organize and categorize digitized documents using established naming conventions and filing guidelines.

• Maintain consistent production levels while delivering high-quality, error-free work.

• Handle records, materials, and sensitive information in an organized and secure manner.

• Operate high-speed scanning equipment and perform basic troubleshooting and routine maintenance.

• Keep records of scanning activity, including document counts, errors, and progress.

• Assist with improving scanning workflows and procedures

.•Collaborate with team members to prioritize tasks and meet deadlines.

• Follow safety protocols and workplace guidelines.

• Provide general support to team members as needed.
  

Duty 2: Public Meeting Management Assistance / Constituent Services
30% Time
Essential Tasks:

• Under the direction of the City Clerk will assist the Helena Citizens’ Council (HCC) with the calendaring and posting of meeting materials in accordance with open meeting laws and assist in facilitating the HCC Regular monthly meetings.

• Organizing and updating City public meeting calendar, including official public meetings and the various boards and committees’ meetings. This includes coordinating with City Manager’s Office and Staff liaisons for annual calendaring.

• Website Management updating pre-meeting information and post-meeting updates with relevant with official records and documents.

• Assist Deputy Clerk in communicating with City departments and boards to coordinate information and to maintain accuracy of records, internally and externally (i.e. rosters, agendas, minutes, a/v, work product, etc.)

• Monitor communications from citizens to the Commission and as directed, coordinate with the appropriate department or staff to ensure timely and proper follow-up.

• Assist in facilitating the archiving and digitizing of historic records associated with public meetings.
  

Duty 3: Clerical
25% Time
Secondary Duties
Tasks:

• Drafting and proofreading various office correspondence, assist in transcribing minutes for public meetings.
• Assist in the development and facilitation of forms, including digital forms to be used for external and internal processes.
• Scheduling of routine and official public meetings. Organizing and scheduling of Commission driven events and public engagements, various meetings; notify participants; confirm dates and times;reserve meeting sites; prepare appropriate materials.
• Receive visitors and phone calls, as well as monitor the Commission general email inbox to respond to general public questions or record general public comment.
• Assist the Deputy Clerk and Clerk in maintaining internal financial reports, including preparing and entering purchase orders and processing invoices, monitoring annual account balances and other basic financial accounting.
Sort and review office mail and distribute to the appropriate party, prepare responses as necessary,maintain and order office supplies as needed.

Essential Knowledge, Skills and Abilities Related to this Position:
Knowledge of:

• Modern office practices, methods, and equipment including computer equipment, scanners, and applicable software applications.
• Website and/or social media page design and experience with relevant applications or platforms.
• English usage, spelling, vocabulary, grammar, and punctuation. Word processing methods, business correspondence, professional memo writing and report preparation.
• Principles and procedures of records keeping, including digital/electronic record keeping.
• Customer service experience.
• Basic mathematical principles.
• A basic understanding of governmental principles, with a preference in local government.
Understanding public meeting principles, parliamentary process, and meeting rules of order.

Skill or ability to:

• Type and enter data at a speed necessary for successful job performance.
• Ability to transcribe meeting audio or video into written minutes.
• Respond to inquiries and requests for information in relation to internal policy and following applicable code or statute.
• Perform general clerical work involving the use of independent judgment and personal initiative.
• Research, compile and analyze information and data.
• Plan and organize work to meet schedules and deadlines.
• Communicate clearly and concisely, both orally and in writing.
• Ability to learn, interpret, and apply the policies, procedures, laws, codes, regulations pertaining to assigned programs and functions.
• Ability to remain flexible in workload priorities.
Ability to work as a team on large scale projects and to cross train in other duties to act as an alternate when needed in a small staff environment.

Physical Demands:
Ability to work in a standard office environment. Mobility to work in a typical office setting and use standard office equipment, vision to read printed materials and a computer screen, and hearing and speech to communicate in person or over the telephone. Requires the ability to move or lift documents and materials weighing up to 30 pounds. Accommodation may be made for some of these physical demands for otherwise qualified individuals who require and request such accommodation.

Safety
Performs all functions in the safest possible manner and according to policies and procedures. Participates fully with safety trainings. Reports unsafe work conditions and practices, work-related injuries, illnesses, and near-misses as soon as possible to assigned supervisor.

Minimum Qualifications (Education, Experience and Training):
This position requires a minimum of 2 years of relevant clerical experience. An associates degree in a related field is preferable. Other relevant combinations of education and work experience may be evaluated on an individual basis.

License or Certificate:
Must possess a valid driver’s license with acceptable driving record at the time of hire and have the ability to obtain a valid MT driver’s license within six months of hire.

Supervision Received:
Supervised by the Clerk of the Commission