Administrative Assistant

GENERAL DUTIES AND RESPONSIBILITIES:

• To support the vision, mission and guiding principles of the City.
• While performing any procedure, all associates and contract personnel must observe applicable Safety, Health, and Environmental rules and guidelines. The use of appropriate personal protective equipment is required.
• Attend and participate in training opportunities and seminars relevant to this position.
• Adhere to appropriate City operating procedures, benefit rules, employment, and safety policies/practices.
• Performs administrative duties in the Citys Community Development Department, including filing documents, answering phones, maintaining calendars, travel arrangements, scanning documents, organizing files.
• Assists internal and external customers,
• Must be have demonstrated the ability to work independently and within a team environment in a fast paced every changing atmosphere.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Maintains confidentiality of work related issues and City Information.
• Serves as first point of contact for the Community Development Department
• Composes, proofreads, and types correspondence, memoranda, reports, and presentations
• Prepare memos, correspondents, and meeting agendas for Director
• Manage the procurement of services pertaining to ordering supplies, etc
• Obtain quotes and prepare requisitions for the department
• Scan documents for electronic filing
• Provide Customer Service to internal and external customers
• Calendar maintenance for the Director
• Assist Director in researching and following up on various action matters
• Provide various administrative functions for the department
• Monitor time and travel for the Director
• Answering incoming calls and directing them to appropriate employees
• Manage mail distribution and departments correspondence
• Coordinate permits and applications
• Coordinate training classes
• Perform other duties as required

JOB SCOPE

Job has recurring work situations involving high degrees of discretion. The need for accuracy and effective utilization of available resources is high. Errors in judgment could cause disruptions to the Citys mission and adversely impact attainment of the Citys goals. Incumbent must be able to work with confidential information all-the-while maintaining a keen attention to the detail. Incumbent operates independently but results are monitored by the Community Development Director.

COMMUNICATIONS/CUSTOMER CONTACT

Contacts are across the entire City community and in a leadership capacity. Community contact is a critical component of success in developing good will and support of City programs and initiatives.

COMPETENCIES/SPECIFIC EXPERIENCE OR TRAINING PREFERRED:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience

• Associates Degree with a minimum of 1 year of administrative or customer service experience required
• Proficient with Microsoft Office Suite (Outlook, Word, PowerPoint and Excel) is required
• Bachelors Degree with a focus in Business Administration or related field preferred
• Or equivalent skill, knowledge and experience

Knowledge, Skills and Abilities

• Strong customer service and communication skills
• Ability to work independently with minimal direction
• Awareness of federal, state, and local laws and regulations that impact Community Development
• Ability to effectively coordinate multiple projects, use time management skills and independent judgment

Equipment and Applications

• Computers and peripheral equipment
• Designated software applications
• Telephones, copiers and other office equipment

JOB CONDITIONS:

The physical demands described here are representative of those that must be met by an associate 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 associate is:

• Frequently required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk and hear
• Occasionally required to stand; walk; climb or balance; and stoop, kneel, crouch, or crawl
• Occasionally lift and/or move up to 30 pounds
• While performing the duties of this job, the associate may be occasionally exposed to fumes or airborne particles and toxic or caustic chemicals
• Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and ability to adjust focus
• The noise level in the work environment is usually low