Administrative Assistant PT
About The Position
The administration team, working under the direction of the City Clerk, is seeking applications for a Part-Time Administrative Assistant. This position is responsible for providing administrative support to the City Clerk department and the administration team for the city. It maintains optimal workflow through efficient office management methods, document management, programs, and reporting systems. Duties include independent and team project-based work and project management. The role requires projecting a professional image with excellent communication skills in-person, by telephone, or through electronic systems. The assistant responds to customer inquiries regarding department programs, city ordinances, procedures, and services. The Part-Time Administrative Assistant for the Clerk's Office will work Monday through Friday, 11 am to 4:30 pm.
Requirements
- A high school diploma, GED or equivalent.
- Associates degree in secretarial, administrative, management, communications, business or related field.
- Three years’ experience in an office with public contact and customer service.
- One year’s experience with project management.
- Knowledge and demonstrated proficient computer skills including Microsoft Office program applications (Word, Excel, Access, PowerPoint) and various software applications.
- An equivalent combination of education and experience may be considered.
Nice To Haves
- Fluently speak, read or write any language other than English, including sign language.
- Experience with permits, elections, council activities, and ordinance interpretation.
- A Bachelor’s degree in secretarial, administrative, management, communications, business or related field.
Responsibilities
- Provides administrative, technical, and clerical support to the assigned department, director, and department staff.
- Assists in the implementation of department goals and strategic plan (programs, activities, performance system, policies, procedures, etc.).
- Responsible for support and clerical activities for the city’s licensing system, licensing issuance, council activities, elections, and similar.
- Assists with meetings, including the preparation of agendas, notices, publications, reports, correspondence, and other materials from rough draft copies and/or dictation.
- Regularly creates and updates webpages, publications, handouts, information letters, forms, flyers, newsletters, and other public information as instructed by the director and other department staff.
- Assists with the management of the department licensing database, election software, and programs such as maintaining system design integrity; effective workflow and processes; and maintenance of system codes, fees, descriptions.
- Organizes and maintains hard-copy and electronic document management systems for departments in accordance with city data retention laws and department policy.
- Organizes, manages, and provides support for a variety of administrative systems, including coordinating election judges, license tracking, record-keeping, and preparing reports.
- Handles difficult public contact problems and makes difficult technical decisions relevant to codes and issuance of licenses.
- Handles correspondence, reports, Council information, and other materials as assigned and in accordance with department policies and data practices laws.
- Types meeting minutes, ordinances, resolutions, reports, correspondence, memoranda, legal documents, and other material from rough draft copies and/or dictation.
- Assists in the preparation of department reports and PowerPoint presentations.
- Responds to public inquiries regarding department programs, policies, procedures, and services, and complaints in-person, over the phone, by email, citizen request systems, and other electronic means.
- Organizes and manages the department records management program including record retention, storage of plans, and archiving of department files.
- Prepares reports routinely or as requested (General department information, year-end reports, etc.).
- Conducts research projects and prepares reports and presentations for the department director, manager, and staff.
- Assists City Clerk and staff in managing schedules and making arrangements for internal and external meetings.
- Assists with general city projects, operations, and materials.
- Performs other duties as assigned.
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What This Job Offers
Job Type
Part-time
Career Level
Entry Level
Education Level
Associate degree
