Administrative Assistant Senior City Manager's Office (Open until filled)

JOB SUMMARY:

Performs a variety of routine and non-routine administrative and clerical work of a varied complexity and moderate complexity, which follows well-established procedures which require judgment in their execution. The work requires considerable initiative.

ESSENTIAL FUNCTIONS:

• Acting as a receptionist, providing a variety of information to the public either face-to-face or over the telephone, compiling information and preparing routine or standardized reports, letters, and memos; entering data or information into a personal computer (PC) in order to maintain and update records;
• Routes information to various divisions within the department for required information and verification;
• Prepares file folders for records systems; sorting and filing material alphabetically, numerically, and/or by other predetermined categories and retrieving filed material. Use Financial software to administer Department requests and reports
• Sorting and distributing mail to staff;
• Collating materials and running errands;
• Ability to organize and provide assistance and work at special events ;
• May check the work of others for accuracy and may assist in the training of others;
• Uses word processing software to produce documents, maintain records to provide accurate documentation of work performed or information that can be easily retrieved, creates and maintains complex filing systems or databases with a variety of subject matter to provide easy access to records and information, and communicates information to the public to relate departmental policies and procedures using reference materials or personal knowledge;
• Composes correspondence on routine matters; proofreading and editing documents, maintaining inventories, and requisitioning office supplies;
• Prepares and codes invoices for payment, prepares purchase orders request and P-Card recording;
• Maintains/coordinates calendars and makes meeting, facility, and travel arrangements; compiles information for special projects; and collects and assembles data and background materials for a variety of reports.
• Uses database and spreadsheet programs to produce summary reports and print tables of numerical information;
• Prepare, distribute minutes, back up for agenda, packets, and other support materials;
• Schedules and attends meetings and schedules facilities for meetings
• Support City Manager and the Assistant City Manager with administrative support
• Other duties as assigned

SECONDARY FUNCTIONS: Performs other related duties as required

SUPERVISORY FUNCTIONS: None.