ADMINISTRATIVE ASSISTANT- City Clerk
About The Position
Under the supervision and direction of the City Clerk, provides general administrative support to the Office of the City Clerk and Mayor/Commission. 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.
Requirements
- 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
Nice To Haves
- Considerable responsible experience in a variety of secretarial assignments relative to municipal functions.
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.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
