Administrative/Project Support Assistant

JOB DESCRIPTION

Position Title: Administrative/Project Support Assistant

Status: Full-time

Classification: Non-Exempt, Hourly

Reports to: Deputy Director of Administration, Director of Administration

POSITION OVERVIEW

This full-time position provides comprehensive administrative and project support to the City of North Canton’s Administration Department and Mayor’s Office. Reporting to the Deputy Director of Administration, the Administrative Assistant interacts daily with City staff, elected officials, residents, vendors, and community partners. The role serves as a primary point of contact for the public and requires strong interpersonal skills, sound judgment, and proactive problem-solving. Some flexibility for early morning, evening, and occasional weekend assignments may be required.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Perform a full range of administrative and project-related assignments with accuracy, timeliness, and attention to detail.
• Manage multiple administrative projects of varying complexity, utilizing strong organizational and prioritization skills.
• Create, maintain, and archive electronic and standard files in accordance with City policies and Ohio public records requirements (Public Records Training certification may be completed post-hire).
• Provide professional reception support, including answering phones, greeting visitors, and assisting residents at the front counter.
• Deliver high-level administrative support to the Mayor, Director, and Deputy Director of Administration.
• Manage multiple electronic calendars and coordinate meetings and events using Microsoft Outlook.
• Assist with processing electronic and standard incoming/outgoing mail, including sorting, time-stamping, and distributing.
• Provide administrative support for recreation facility rentals, including accepting payments, issuing receipts, and maintaining accurate transaction logs.
• Demonstrate technical proficiency in the use of City electronic systems and portals, including CivicPlus, GoTo, Bosch Security, and CivicRec.
• Post announcements, events, and updates to the City website and Facebook page; create professional, visually appealing content.
• Assist the Mayor with a variety of ceremonial and administrative responsibilities, including proclamations, certificates, Boards & Commissions coordination, marriage ceremonies, and public safety swearing-in events.
• Assist with planning and executing City events such as Memorial Day and Independence Day parades, the Mayor’s Fishing Rodeo, the Community Tree Lighting, and the State of the City Address.
• Support the development and formatting of the City newsletter, including writing, proofreading, and collaborating with vendors on layout and design.
• Maintain office supply inventory and ensure availability of materials and equipment for daily operations.
• Work cooperatively as part of a team to gather information, solve problems, and meet shared project goals.
• Apply knowledge of City infrastructure, policies, procedures, and public employer operations.
• Demonstrate excellent command of office methods, procedures, and best practices.
• Troubleshoot basic office technology issues as they arise.
• Produce accurate and professional documents, including letters, memos, reports, spreadsheets, press releases, and other materials.
• Interpret and apply policies and procedures independently; identify and report deviations where appropriate.
• Perform arithmetic and transactional tasks, including receiving payments, reconciling cash drawers, and tracking data.
• Utilize Microsoft Office applications (Word, Excel, PowerPoint) at an intermediate to advanced level.
• Operate standard office equipment such as computers, tablets, copiers, phones, and fax machines.

PREFERRED SKILLS & EXPERIENCE

These skills are not required, but candidates who possess them will be considered favorably. Training can be provided as needed.

• Experience working with building permits, contractor registrations, or zoning applications.
• Familiarity with basic construction terminology or municipal development processes.
• Ability to review permit applications for completeness and route them to the appropriate department.
• Experience accepting payments for permits or similar transactions.
• Ability to assist customers at the counter regarding permit status, inspection scheduling, or general development inquiries.
• Familiarity with permitting or development software systems.
• Understanding of document retention requirements for building and zoning records.

These skills enhance coordination between Administration and departments such as Building, Planning, and Zoning but are not essential for the role.

QUALIFICATIONS

• High School Diploma required.
• Minimum of 2–3 years of professional administrative experience.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) at an intermediate to advanced level.
• Ability to learn and navigate additional databases and department-specific applications.
• Strong written and verbal communication skills, with excellent grammar, punctuation, and proofreading ability.
• Demonstrated discretion, diplomacy, and ability to maintain confidentiality.
• Strong customer service skills and ability to remain calm and effective in fast-paced or stressful situations.
• High attention to detail, accuracy, and follow-through.

This job description is not intended to be an exhaustive list of all duties, responsibilities, or working conditions. While it accurately reflects the essential functions of the position at the time of publication, management reserves the right to modify, add, or remove duties as necessary. The City of North Canton is an Equal Opportunity Employer.