ADMINISTRATIVE ASSISTANT- City Clerk

Job Title: Administrative Assistant

Department: Office of the City Clerk

General Purpose

Under the supervision and direction of the City Clerk, provides general administrative support to the Office of the City Clerk and Mayor/Commission.

Essential Duties and Responsibilities

• Performs administrative work for the Offices of the City Clerk and Commission, including answering phones, typing correspondence, filing, copying, meeting preparation, scheduling appointments, complaint handling and tracking, assists in the transcription of City Commission meeting minutes, as needed.

• Responsible for opening and closing the Office.

• Arranges for proper coverage when away from front desk.

• Assist citizens/residents with complaints/concerns; provides information to the public; answers questions; transfers calls, and takes messages as appropriate.

• Prepares all purchase requisitions/check requests for the office.

• Manages all incoming and outgoing mail.

• Filing of resolutions, ordinances, contracts, etc. into the City’s electronic filing system.

• Ordering and stocking of all office supplies.

• Handling and routing of all Public Records Request and maintaining a log of same.

• Assists the City Clerk and other departments with enhancement and implementation of a comprehensive City records retention and disposition program in accordance with State records schedules and municipal requirements.

• Assists with determining proper categorization of records, location for optimal access, most effective form of retention and process records appropriate for disposition.

• Maintain visitor sign in log at the front desk.

• Provides quality customer service to City Staff, the general public, and all city officials and employees.

• Assists City Clerk in preparation and finalizing of Commission agenda packets and their distribution.

• Assists with the posting and emailing of public notices.

• Performs related duties as assigned by the City Clerk.

Required Knowledge, Skills and Abilities

• Considerable knowledge of modem office practices and procedures.

• Knowledge of office equipment.

• Ability to compose, type and proof read routine correspondence.

• Give sound judgment and the ability to make minor decisions in accordance with city and departmental policies.

• Ability to establish and maintain effective working relationships with employees, supervisors, other departments, officials and the public.

• Considerable knowledge of the use of computers for varied applications.

• Ability to communicate effectively verbally and in writing.

• Ability to write clear and concise reports, memoranda, directives and letters

• Ability to exercise judgement and initiative in the performance of work

• Must be able to work independently

• Maintain strict confidentiality of privileged information

Desired Minimum Qualification

• High school education including or supplemented by secretarial or business courses and considerable responsible experience in a variety of secretarial assignments relative to municipal functions.

Tools And Equipment Used

Computer and various office equipment.

Physical Demands

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is frequently required to sit and talk or hear, use hands to fingers, handle, feel or operate objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to walk.

• The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this job include close vision, depth perception and the ability to adjust focus.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

Work is performed in office and outdoor work is required in the inspection of various land use developments and construction sites. Hand-eye coordination is necessary to operate instruments, computers, and various pieces of office equipment.

While performing the duties of this job, the employee is occasionally required to stand; walk; use hands, handle, feel or operate objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to sit; climb or balance; stoop; kneel, crouch, or crawl; talk or hear; and smell.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

While performing the duties of this job, the employee works in outside weather conditions. The employee occasionally works near moving mechanical parts and in high, precarious places and is occasionally exposed to wet and/or humid conditions, fumes or airborne particles, toxic or caustic chemicals, risk of electrical shock, and vibration.

The noise level in the work environment is usually quiet to moderate.