Job Description

This is a journey-level administrative position responsible for a wide range of clerical, financial, and operational support tasks. The Administrative Assistant I performs duties semi-independently with minimal oversight and is expected to manage complex administrative functions, serve as a liaison to departments or boards, and contribute to projects requiring a high degree of accuracy and judgment.

EXAMPLES OF WORK PERFORMED

The following examples of work are illustrative only and are not intended to be all inclusive.

Drafts and processes official documents, meeting packets, and correspondence for City officials and boards.

Maintains municipal records, digital archives, and databases for permits, licenses, ordinances, and zoning documents.

Prepares reports related to nuisances, licensing, records compliance, cemetery plot sales, and building permits.

Supports the preparation and reconciliation of invoices, receipts, petty cash, and occupation taxes.

Coordinates calendars and schedules meetings for department heads, boards, and public meetings; prepares and posts agendas as required by state law.

Serves as secretary to various boards, taking and preparing minutes, and providing procedural support.

May manage select programs such as grant documentation, records digitization, public notifications, or website content.

Assists customers in person, by phone, or electronically regarding general inquiries, utility service, payments, licenses, or permits.

Assists in updating city policies, fee schedules, and content for public information platforms.

Provides guidance to Administrative Assistant II or part-time clerical staff.

Performs duties consistent with administrative priorities of the City Clerk, Treasurer, and City Administrator.

Performs related duties as required.

QUALIFICATIONS

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:

Business letter writing; basic principles and practices of administrative research and report preparation.

Standard accounting, recordkeeping, and reporting practices.

Principles of government records, agenda preparation, and board administration.

English usage, spelling, grammar and punctuation.

Basic mathematical principles.

Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.

Methods and techniques of effective customer service.

Community resources and agencies available to the general public.

Pertinent federal, state and local laws, codes and regulations.

Ability to:

Apply independent judgment in non-routine situations and problem-solving.

Effectively manage competing tasks and respond to public inquiries with professionalism.

Perform a variety of responsible office assistant duties and activities of a general and specialized nature in support of other staff and programs.

Utilize a variety of computer programs and software pertaining to the business of the city.

Train and mentor clerical staff as needed.

Plan and organize work to meet changing priorities and deadlines.

Enter data at a speed necessary for successful job performance.

Work with frequent interruptions and a high degree of public contact by phone or in person.

Establish and maintain records and reports.

Deal constructively with conflict.

Understand and follow oral and written instructions.

Communicate clearly and concisely, both orally and in writing.

Establish and maintain effective working relationships with those contacted in the course of work.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

The conditions herein 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 job functions.

Environment:

Work is performed primarily in a standard office environment with extensive public contact and frequent interruptions with some travel to different sites.

Physical:

Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to travel to other city locations using various modes of private or city vehicles; verbally communicate to exchange information.

EDUCATION AND EXPERIENCE

Any combination of education and experience that would likely provide the required knowledge and ability is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training

: High school diploma or GED required. Four (4) years of general clerical, cashiering, or bookkeeping or closely related work, with a minimum of two years of experience in municipal government preferred or any equivalent combination of training and experience that provides the required skills, knowledge and abilities. Associates or bachelors degree with a major in accounting, business administration, public administration, or related field may substitute for experience on a year for year basis. Must be able to acquire State notary status.

Job Type: Full-time

Pay: $17.89 - $26.67 per hour

Expected hours: 40 per week

Benefits:

401(k) matching Dental insurance Flexible spending account Health insurance Health savings account Life insurance Paid time off Retirement plan Vision insurance
Work Location: In person