What are the responsibilities and job description for the Administrative Assistant position at City of West Linn?
JOB
Under the general supervision of the City Recorder position performs a wide variety of responsible, complex and advanced secretarial and clerical work requiring knowledge of a special field. Duties are varied and are carried out with a high degree of confidentiality, discretion, and independent judgment. Considerable knowledge of City policies and procedures and the ability to apply policies without the presence of clear procedures are required at this level. *The application process will close on April 2, 2024, or when 40 applications have been received. Whichever comes first.
EXAMPLE OF DUTIES
(An employee in this classification may perform any of the following duties; however, these examples do not include all the specific tasks that an employee may be expected to perform)Contributes to a positive work environment. May compose routine letters, memos and notices, small and major reports, plans, and other material on general and technical subjects from handwritten copy or rough draft; may photocopy and distribute materials to designated persons or locations. Provides information to the public and to City departments by telephone, in person, and in writing explaining City policies, procedures and timeliness to ensure compliance with and an understanding of City rules, regulations or functions.Performs a variety of tasks requiring a specialized area of expertise. Areas may include, but are not limited to, specialized skills and duties in the areas of human resources, computer systems, records retention, elections, conformance with State and Federal mandates, or other responsibilities as assigned. Specific tasks vary by area of responsibility.Independently researches and prepares reports on a variety of subjects; compares or compiles data to produce assigned reports by checking data, making necessary contacts, and producing data in final form; develops recommendations based on data collected.Maintains records, files and books to provide accurate information on activities and actions; files letters, forms, memos and other information; retrieves and routinely logs information as necessary, executes meeting arrangements; and tracks/manages office budget.Trains clerical and other support staff as assigned.Tasks specific to the Administration Department: Assist in the application of public meetings law for the scheduling of meetings and in providing proper notice in accordance with the City Charter and applicable state law.Provide front counter service to the public with general information about the City Charter, Ordinances, Resolutions, City Council agendas, and other City activities.Respond to citizen and staff requests for public records submitted within specific deadlines regulated by the State including receipt of requests, distribution of request, and research; compiles and prepares for the release of the documents requested; provides files or photocopies, as well as schedules and coordinates for review of record.Maintain computerized records management system for the City’s official documents including creation, maintenance, retrieval, protection, retention and destruction of all records in accordance with City retention schedule.Participate in development of training materials and assists in departmental and organization-wide training sessions on records management related topics and e-mail/internet policy.Act as point of contact for the day-to-day operations of the electronic records management system; troubleshoots system problems; facilitates the resolution of system failures, and when necessary, contacts vendor representatives or IT to resolve issues.Register Council Members and staff for conferences and coordinates travel arrangements.May be required to attend public meetings both day and/or night for the purpose of running the equipment and taking minutes.
SUPPLEMENTAL INFORMATION
The City of West Linn is committed to maintaining a safe and healthy workplace. Some positions require pre-employment drug testing, passing a medical exam and/or a police background check. Job related reference checks will be conducted prior to employment being offered. EEO Policy: The City of West Linn is committed to equal employment opportunity as a way to recruit, hire, and retain the most qualified employees. Moreover, it is the intent of the City to actively support and comply with local, state and federal law. Accordingly: We conform to all the laws, statutes, and regulations concerning equal employment opportunities and affirmative action. We strongly encourage women, minorities, individuals with disabilities and veterans to apply to all of our job openings. We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, gender identity, or national origin, age, disability status, Genetic Information & Testing, Family & Medical Leave, protected veteran status, or any other characteristic protected by law. We prohibit Retaliation against individuals who bring forth any complaint, orally or in writing, to the employer or the government, or against any individuals who assist or participate in the investigation of any complaint or otherwise oppose discrimination. Veterans Preference: The City of West Linn provides qualifying veterans and disabled veterans with preference in employment in accordance with state law. Any candidate wishing to have their qualifying veteran's preference applied to the process must submit a qualifying document (DD Form 214 or 215) at the time of application, providing proof of eligibility that includes discharge status. Disabled veterans must also submit a copy of their Veteran's disability preference letter from the US Department of Veterans Affairs at the time of application, unless the information is included in the DD Form 214 or 215.
Under the general supervision of the City Recorder position performs a wide variety of responsible, complex and advanced secretarial and clerical work requiring knowledge of a special field. Duties are varied and are carried out with a high degree of confidentiality, discretion, and independent judgment. Considerable knowledge of City policies and procedures and the ability to apply policies without the presence of clear procedures are required at this level. *The application process will close on April 2, 2024, or when 40 applications have been received. Whichever comes first.
EXAMPLE OF DUTIES
(An employee in this classification may perform any of the following duties; however, these examples do not include all the specific tasks that an employee may be expected to perform)Contributes to a positive work environment. May compose routine letters, memos and notices, small and major reports, plans, and other material on general and technical subjects from handwritten copy or rough draft; may photocopy and distribute materials to designated persons or locations. Provides information to the public and to City departments by telephone, in person, and in writing explaining City policies, procedures and timeliness to ensure compliance with and an understanding of City rules, regulations or functions.Performs a variety of tasks requiring a specialized area of expertise. Areas may include, but are not limited to, specialized skills and duties in the areas of human resources, computer systems, records retention, elections, conformance with State and Federal mandates, or other responsibilities as assigned. Specific tasks vary by area of responsibility.Independently researches and prepares reports on a variety of subjects; compares or compiles data to produce assigned reports by checking data, making necessary contacts, and producing data in final form; develops recommendations based on data collected.Maintains records, files and books to provide accurate information on activities and actions; files letters, forms, memos and other information; retrieves and routinely logs information as necessary, executes meeting arrangements; and tracks/manages office budget.Trains clerical and other support staff as assigned.Tasks specific to the Administration Department: Assist in the application of public meetings law for the scheduling of meetings and in providing proper notice in accordance with the City Charter and applicable state law.Provide front counter service to the public with general information about the City Charter, Ordinances, Resolutions, City Council agendas, and other City activities.Respond to citizen and staff requests for public records submitted within specific deadlines regulated by the State including receipt of requests, distribution of request, and research; compiles and prepares for the release of the documents requested; provides files or photocopies, as well as schedules and coordinates for review of record.Maintain computerized records management system for the City’s official documents including creation, maintenance, retrieval, protection, retention and destruction of all records in accordance with City retention schedule.Participate in development of training materials and assists in departmental and organization-wide training sessions on records management related topics and e-mail/internet policy.Act as point of contact for the day-to-day operations of the electronic records management system; troubleshoots system problems; facilitates the resolution of system failures, and when necessary, contacts vendor representatives or IT to resolve issues.Register Council Members and staff for conferences and coordinates travel arrangements.May be required to attend public meetings both day and/or night for the purpose of running the equipment and taking minutes.
SUPPLEMENTAL INFORMATION
The City of West Linn is committed to maintaining a safe and healthy workplace. Some positions require pre-employment drug testing, passing a medical exam and/or a police background check. Job related reference checks will be conducted prior to employment being offered. EEO Policy: The City of West Linn is committed to equal employment opportunity as a way to recruit, hire, and retain the most qualified employees. Moreover, it is the intent of the City to actively support and comply with local, state and federal law. Accordingly: We conform to all the laws, statutes, and regulations concerning equal employment opportunities and affirmative action. We strongly encourage women, minorities, individuals with disabilities and veterans to apply to all of our job openings. We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, gender identity, or national origin, age, disability status, Genetic Information & Testing, Family & Medical Leave, protected veteran status, or any other characteristic protected by law. We prohibit Retaliation against individuals who bring forth any complaint, orally or in writing, to the employer or the government, or against any individuals who assist or participate in the investigation of any complaint or otherwise oppose discrimination. Veterans Preference: The City of West Linn provides qualifying veterans and disabled veterans with preference in employment in accordance with state law. Any candidate wishing to have their qualifying veteran's preference applied to the process must submit a qualifying document (DD Form 214 or 215) at the time of application, providing proof of eligibility that includes discharge status. Disabled veterans must also submit a copy of their Veteran's disability preference letter from the US Department of Veterans Affairs at the time of application, unless the information is included in the DD Form 214 or 215.
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