Administrative Assistant

City of New Haven • New Haven, CT

12d

About The Position

This vacancy supports the Livable City Initiative. The Livable City Initiative (LCI) is a neighborhood-focused agency with a mission to enhance the experience of the individuals who live and work in the City of New Haven. We achieve this mission and vision by encouraging the involvement of other city agencies, the public and enterprise. Through the cooperative efforts of the private sector, we will create a vibrant and exciting New Haven. LCI seeks to accomplish this mission through: Enforcement of the city's housing code and public space requirements. Design and implementation of housing programs to support high quality, affordable, and energy efficient housing opportunities. Educating and increasing awareness on solutions for neighborhood concerns. Design and implementation of public improvements and programs to facilitate safer, healthier, and more attractive communities.

Requirements

• Graduation from a high school, which may be supplemented by college level courses relevant to the job duties performed by this position; and at least 2 years of experience with administrative work such as described in the duties of this position; or any equivalent combination of training and experience that provides the following knowledge, skills, and abilities:
• Considerable knowledge of modern office systems, practices and procedures.
• Computer literacy skills, including knowledge of Microsoft Office Suite programs, primarily MSWord MSExcel, and Outlook.
• Considerable knowledge of business English, spelling and arithmetic.
• Ability to maintain record systems and to assemble and prepare reports from such records.
• Ability to effectively express ideas orally and in writing as well as to understand and follow oral and written instructions.
• Ability to establish and maintain effective working relationships with other employees and the public.
• Ability to research, assimilate data and present findings orally and in readable narrative form when necessary.
• Ability to be professional, polite, attentive and accurate.
• Ability to be organized, manage time to meet deadlines, anticipate needs, be detail oriented and resourceful.
• All applicants must have current authorization to work in the U.S. without employer-sponsored visa support.

Responsibilities

• Greets and assists visitors; answers and screens phone calls.
• Routes visitors and callers to the appropriate party.
• Handles and routes mail, depending on assigned department may arrange appointments, meetings, and/or conferences for director(s) or others in the department.
• Handles routine requests for information, procedural guidelines or assistance over the telephone or in person.
• Gives information to other divisions and the public requiring knowledge of departmental rules, regulations, and procedures.
• May assist in resolving administrative problems as assigned.
• Maintain polite and professional communication via phone, email and all other forms of correspondence.
• Uses computers and/or other standard office equipment to generate items such as but not limited to correspondence, reports, spreadsheets, presentations and/or other documents required to provide administrative support and efficient operation of the office.
• Uses computers to compile and/or perform data entry.
• Retrieves data to produce reports, perform audits and/or to conduct research.
• Creates and/or maintains electronic and/or paper records and files according to established procedures.
• Searches files for information.
• May maintain less complex accounting, financial, and cost records where no technical knowledge is required.
• May handle personnel records.
• Depending on assigned department may handle financial and, purchasing functions, payroll functions, and expenditure functions.
• Depending on assigned department prepares payroll, vouchers, requisitions, and purchase orders.
• Performs routine posting to ledgers, account books or other records.
• Assists in or maintains inventory and orders supplies.
• Depending on assigned department may assist in planning, preparing, and coordinating the preparation of capital and operating budgets, including analysis of budget requests.
• Depending on assigned department may arrange and schedule preparations for meetings of a Board or Commission and may act as recording secretary.
• Performs related work as required.

Benefits

• Continued employment contingent upon future funding.
• This position is included in a collective bargaining agreement with Local 884, American Federation of State, County and Municipal Employees.
• Special Funded employees shall not be covered by the City pension but shall continue to be covered by Social Security.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED