Administrative Assistant - Central Services

Job Summary

The primary function of an employee in this class is to perform routine administrative functions, provide support for the Central Services Department including Human Resources; City Clerk; Grants, Contract, & Procurement; and IT. An individual in this class provides customer service and frontline support to the public, visitors, and other interested parties, and provides back-up and fill-in coverage for other frontline administrative roles.

** INFORMATION REGARDING COMPENSATION **

The full salary range for the position is as listed - $23.80 - $32.50

The general hiring range for the role is $23.80 - $26.60

EXAMPLES OF DUTIES

Duties

This list is ILLUSTRATIVE only and is not a comprehensive listing of all functions and duties performed by the incumbent of this class. Duties may include, but are not limited to the following:

• Provide direct administrative/clerical support to the Central Services Director, monitoring the Director’s calendar, coordinating meetings and events, and making travel arrangements;
• Provide general support to members of the Central Services Department;
• Act as frontline point of contact for the Central Services Department delivering superior internal and external customer service; communicating with the public, employees, and other individuals to answer questions disseminate or explain information; and establishing and maintaining effective internal and external relationships.
• Prepare department purchase orders and process invoices for approval by members of Central Services;
• Inventory, order, and maintain general office supplies and minor office equipment for City departments, coordinating with Grants, Contracts & Procurement as needed;
• Maintain the City’s central equipment inventory;
• Assist with the development, implementation, and management of the workorder system in the City’s ERP.
• Initiate preventative and responsive work orders.
• Assist with temporary/seasonal new hire and rehire onboarding to include personnel form intake, reviewing forms for completion, coordinating with supervisors and payroll staff, and timely data entry;
• Coordinate and/or assist with employee events and training sessions to include arranging for food and drink, room setup, attendance records, etc;
• Provide backup support for the front desk customer service team, including lunch breaks and absences; coverage includes greeting visitors or callers and handling their inquiries or directing them appropriately for their needs and providing information about, and assistance with, City services.
• Prepare, compose, process, and proofread a variety of documents, including general correspondence, from rough draft or verbal instruction;
• Review files, records, and other documents to obtain information to respond to requests;
• Compile, copy, sort, and file records of office activities, business transactions, and other activities; and
• Assist with compiling and organizing records for projects and requests;
  
  

Other Duties And Responsibilities

• May clerk public meetings for committees and commissions for the department including operating audio/video and electronic meeting platforms, and drafting meeting minutes.
• Attends training classes and workshops.
• Performs other related duties as assigned.
  
  

CORE COMPETENCIES

Knowledge Of

KNOWLEDGE, SKILLS, AND ABILITIES:

• Municipal government organization, duties, and responsibilities.
• Administrative and clerical procedures and systems such as word processing, managing files and records, meeting transcription, designing forms, and other office procedures and terminology.
• Modern office practices and equipment.
• Public and community relations methods, procedures, and objectives.
• Customer service policies and techniques.
• Planning and organizational skills.
• Effective record keeping, documentation, and reporting methods.
• Computer and software applications for spreadsheets, word processing and web-based programs.
  
  

Skills

• Active Listening – Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Speaking – Talking to others to convey information effectively.
• Reading Comprehension – Understanding written sentences and paragraphs in work related documents.
• Writing – Communicating effectively in writing as appropriate for the needs of the audience.
• Service Orientation – Actively looking for ways to help people.
• Time Management – Managing one's own time and the time of others.
• Critical Thinking – Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
• Judgment and Decision Making – Considering the relative costs and benefits of potential actions to choose the most appropriate one.
  
  

Abilities

• Be a team player, with the overall goal of best serving the Citizens of Sandpoint and maximizing taxpayer resources.
• Organize, schedule, administer, and coordinate a variety needs and tasks.
• Prepare and deliver oral and written reports.
• Demonstrate effective customer service and interpersonal skills.
• Read, write, speak and comprehend the English language.
• Follow written and oral instruction.
• Evaluate and analyze customer needs to provide exceptional customer service.
• Learn department functions thoroughly to provide general information and explain detailed department processes and procedures.
• Prepare and maintain records, documents, financial accounts, and related reports.
• Operate standard office equipment and a personal computer including program applications appropriate to assigned duties.
• Establish and maintain effective working relationships with co-workers, other City employees, supervisors and managers, other city divisions, the City Council, vendors, the general public, and other interested and affected parties.
• Perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines.
• Perform time management, organizational, and scheduling functions, meet deadlines, and set task priorities.
• Perform multiple tasks simultaneously, including handling interruptions, and return to and complete tasks in a timely manner.
• Use logical and creative thought processes to develop reasonable solutions according to written specifications and/or oral instructions.
• Work independently, with minimal supervision, and make appropriate decisions in the absence of a supervisor.
• Work well under pressure and maintain a calm and professional demeanor, under stressful or adversarial conditions.
• Demonstrate patience, integrity, ingenuity, and inventiveness in the performance of assigned tasks.
  
  

Physical Demands

• Sufficient clarity of speech and hearing or other communication capabilities, with or without reasonable accommodation, which permits the employee to discern verbal instructions and to communicate effectively in person and on a telephone.
• Sufficient visual acuity, with or without reasonable accommodation, which permits the employee to comprehend written work instructions, prepare reports, spreadsheets, and other materials required.
• Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate a personal computer and related software.
• Sufficient personal mobility, flexibility, and balance, with or without reasonable accommodation, which permits the employee to operate and provide routine maintenance on office equipment.
• Related job tasks may require, with or without reasonable accommodation, lifting or moving up to lifting 25 pounds occasionally, and stooping, bending, crouching, and reaching.
  
  

Working Conditions

• Work is performed in a normal office environment with little exposure to outdoor temperatures, dirt, and dust.
• The incumbent’s typical working conditions are moderately quiet with little exposure to excessive noise.
• May be required to work some evenings.
  
  

Acceptable Training And Experience

Education and Experience:

• Associate Degree (preferred);
• High school diploma or equivalent (required); and
• Two years’ administrative support or related experience, preferably in a municipal government agency; or
• An equivalent combination of education, training and experience which provides the knowledge and abilities necessary to perform the work of an Administrative Assistant may also be qualifying.
• Proficient with Microsoft Office applications including Word, Excel, Outlook, and PowerPoint
  
  

Licenses And Certifications

• Valid driver’s license
  
  

This class specification should not be interpreted as all-inclusive. It is intended to identify the essential functions and requirements of this job. Incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification. Any essential function or requirement of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA). Reasonable accommodation for the specific disability will be made for the incumbent/applicant when possible.

Insurance Benefits

Eligibility: Regular employees are eligible to enroll in the insurance benefits outlined below. Regular employees are those who regularly work more than 20 hours per week on a non-seasonal basis. Coverage begins for new hires and their dependents on the first day of the month following 30 days of employment, not to exceed 60 days.

Eligible Dependents: Spouse/Domestic Partner; natural child(ren), step-child(ren) who live with the employee, adopted child(ren), and any child(ren) for whom employee is legal guardian or for whom coverage is required by a Qualified Medical Support Order. Adult children under age 26 are also eligible.

Medical

Eligible employees may select from three health plans administered by Regence Blue Shield of Idaho – the Classic Plan, the Buy-Up Plan, and the HSA High Deductible Health Plan. The City pays the monthly premium in full for employees only, depending on the plan selected (Classic or HSA); employees choosing the Buy-Up Plan will be responsible for a portion of the monthly premium. The cost to add coverage for eligible dependents varies depending on the medical plan and coverage level selected and the number of hours the employee regularly works.

Dental

Dental insurance is offered through Delta Dental of Idaho. The City pays the monthly premium in full for employees only. The cost to add coverage for eligible dependents varies depending on the number of dependents covered and the number of hours the employee regularly works.

Long-Term Disability

The City provides eligible employees long-term disability income benefits that begin after 90 days of disability. The percentage of income replaced is equal to 60% of an employee's monthly pre-disability earnings to a maximum of $5,000 per month.

Life Insurance

Basic Term Life Insurance is provided for the employee with a policy benefit equal to the employee's annual base salary plus $2,000 to a maximum of $100,000. The policy also includes $1,000 benefit for spouse and $1,000 benefit for dependent children up to age 26. The City pays the monthly premium in full.

Employee Assistance Program

The Employee Assistance Program (EAP) is a referral and counseling service delivered by Reliant Behavioral Health. It provides a myriad of services to employees and their household members. Services include receiving confidential assistance for personal issues, such as: managing stress, depression, parenting, alcohol/drugs, grief, etc. Each household members is eligible to receive up to six counseling sessions per issue per year at no charge. There is also a benefit relating to financial or legal concerns in addition to work/life services and online tools.

Voluntary Insurance Benefits

Vision

Vision insurance is offered on a voluntary basis through LifeMap and the VSP Preferred Provider Network. The employee pays 100% of the monthly premium for self and dependents.

Supplemental Life Insurance

Voluntary Term Life Insurance is optional and is provided through LifeMap, subject to application review and approval. Additional coverage up to $300,000 is available for employees and their dependents. The employee pays 100% of the monthly premium for self and dependents.

AFLAC

Supplemental insurance is optional and is provided by AFLAC to help pay benefits that major medical insurance does not cover. The employee pays 100% of the monthly premium for self and dependents.

Flexible Spending Account

The City offers two optional Flexible Spending Accounts (FSA) – Health Care FSA and Dependent Care FSA. The Health Care FSA allows an employee to use pre-tax dollars to receive reimbursement for eligible medical, dental, and vision expenses. Dependent Care FSAs allow employees to contribute pre-tax dollars to qualified dependent care.

Continued Medical/Dental/Vision Insurance

Employees separating from City service have the option to continue medical, dental and/or vision insurance benefits in accordance with the Consolidated Omnibus Budget Reconciliation Act (COBRA). The employee pays 100% of the monthly premium for self and dependents, in addition to a small monthly administrative fee.

Retirement Benefits

Public Employee Retirement System of Idaho Base Plan

The Public Employee Retirement System of Idaho (PERSI) is a defined benefit plan designed to provide pension benefits to career public employees. As a PERSI Base Plan General Member, an employee contributes 7.16% of his/her salary toward retirement; Police/Firefighter Members contribute 9.13% of salary. Contributions and earnings are tax deferred. Employees become vested (eligible for a lifetime monthly benefit at retirement age) after five years of service. The lifetime allowance an employee receives at retirement is not dependent on the amount of money contributed, but rather is determined by months of service and high average monthly salary.

PERSI Choice 401(k)

The PERSI Choice 401(k) is a defined contribution plan designed to supplement the PERSI Base Plan. As a PERSI Base Plan member, an employee may contribute a flat dollar amount or percentage of salary to this voluntary, tax-deferred retirement savings plan governed by Internal Revenue Code Section 401(k). The City does not offer matching contributions.

457(b) Deferred Compensation

The 457(b) Deferred Compensation plan is a tax-advantaged long-term investment savings plan designed to supplement an employee's pension. Enrollment in this City-sponsored governmental plan is voluntary. Unlike typical 401(k) or other pension plans, employees can withdraw 457(b) assets without penalty when they leave service or retire, regardless of their age. The City does not offer matching contributions.

PAID TIME OFF

Official Holidays

The City observes 11 official holidays as paid. An official holiday that falls on a Saturday will be observed on the preceding Friday. An official holiday that falls on a Sunday will be observed on the Monday immediately following. The day after Thanksgiving is included as an observed holiday.

Personal Time Off

Eligible employees accrue paid time off (PTO) on a semimonthly basis. The amount of PTO earned depends on the employee's length of service – from up to 21 days per year (7 hours per pay period) for a new employee to 33 days per year (11 hours per pay period) after 20 years of employment. Unused PTO hours carry over each year to a maximum of two times the annual accrual rate. The City also offers a buy-back program of up to 40 hours PTO per year, with certain restrictions, and all accrued PTO hours are paid out to the employee upon termination.

Other Leave Types

The City also provides several other paid and unpaid leaves, such as: bereavement leave, Family and Medical Leave (FMLA), maternity leave, emergency leave, jury duty, and military duty leave.