Administrative Assistant II

Rochester, City of•Rochester City Hall, NH

14d•Onsite

About The Position

Highly skilled, administrative, bookkeeping, and clerical work to support the activities of the Department. Works to anticipate, meet, and exceed customer service expectations in a positive and professional manner. Performs varied, responsible clerical and administrative duties, which require the frequent exercise of independent judgment and initiative. Must have a working knowledge of bookkeeping principles, purchasing methods, data processing techniques, and departmental operations with some guidance from supervisor.

Requirements

High School Degree or equivalent
Three to five years of responsible clerical/bookkeeping experience required or an equivalent combination of education and experience
Working knowledge of municipal bookkeeping and budgetary functions.
Thorough knowledge of office practice and procedures.
Thorough knowledge of office terminology, procedures, and equipment.
Working knowledge of City government.
Working knowledge of applicable office and financial software applications.
Ability to interact in a positive and effective manner with employees and the general public.
Ability to communicate effectively, orally and in writing.
Ability to use a personal computer and related office software.
Ability to operate a telephone and standard office equipment.
Ability to maintain detailed and accurate records and to execute oral and written instructions in a precise manner.
Excellent planning and organizational skills.
Excellent employee relations and public relations skills and ability to handle multiple tasks.
Good judgment and integrity.
Proficient mathematical and bookkeeping skills.
Minimal physical effort generally required in performing administrative duties.
Position requires the ability to operate a keyboard and standard office equipment.
Occasionally required to lift office equipment weighing no more than 30 pounds.
The employee is frequently required to use hands to finger, handle or feel office equipment and to reach with hands and arms.
The employee is frequently required to sit, talk and hear.
Specific vision requirements include close vision, distance vision, and to adjust focus.

Responsibilities

Prepares correspondence, reports, minutes of committee meetings, grant applications, as well as official correspondence from the Department Head and other professional department staff.
Answers and screens incoming telephone calls, clients, and visitors; routes, responds to, and keeps track of citizen concerns and complaints.
Responsible for facility schedule maintained by department.
May attend a counter or reception desk, answering inquiries and complaints of a routine nature; explains appropriate procedures, regulations, or policies based on knowledge of office functions, programs, or operations of the department.
Reviews applications for licenses, variances, permits, general assistance, etc., for completeness and accuracy.
Schedules appointments/inspections for department staff.
Organize and schedule meetings, prepare agendas, attend meetings to take minutes.
Manager social media or webpage for department.
Maintains logs and files of department records, maps, reports, and correspondence.
Assists in the preparation of official documents such as the budget, lease agreements, department payroll, payables, bid documents, and official correspondence to ensure accuracy and compliance with collective bargaining agreements, local and state laws and policies.
Maintains detailed and accurate financial records pertaining to the operations of the department; may reconcile various department balances to business office according to standard office procedures; performs basic arithmetic computations to maintain record of reimbursements and fees collected.
Files workers compensation and liability claims.
Attends staff meetings and meetings with other agencies as required.
Manages the procurement of materials, supplies, and department inventory in accordance with City procedures; performs other similar or related work as required or as the situation dictates.