Performs a wide range of administrative, clerical, and customer service duties to support departmental operations. Serves as a primary point of contact for the public and City staff, maintains records, processes transactions, and assists management with daily administrative functions. Work is performed with independence within established guidelines and requires judgment, discretion, and professionalism.
Distinguishing Characteristics:
The Administrative Assistant is expected to organize, coordinate, and assist in administering the day-to-day functions of the department. Work is within prescribed guidelines and involves the application of independent judgment and discretion.
Serve as receptionist and first point of contact; answer phones, greet visitors, and route inquiries appropriately
- Provide courteous, professional customer service to the public and City staff
- Maintain departmental files, records, databases, and retention schedules (paper and electronic)
- Prepare correspondence, reports, forms, and other documents with accuracy and attention to detail
- Perform data entry, typing, copying, scanning, filing, and records management
- Schedule meetings, maintain calendars, and assist with meeting preparation and notes
- Process payments, invoices, reimbursements, purchase requests, and basic financial transactions as assigned
- Order and track office supplies and coordinate routine equipment needs
- Use standard office software (Microsoft Office and department-specific systems)
- Coordinate information between departments and act as an internal liaison
- Assist with special projects and perform related duties as assigned
- Prepare statistical reports and maintain officer statistics.
- Track grant reimbursements and maintain petty cash.
- Issue animal licenses and maintain related records.
- Maintain department vehicle and equipment records.
- Maintain webpages and social media updates
- High school diploma or GED
- Ability to type at least 40 wpm
- Knowledge of modern office practices, procedures, and equipment
- Working knowledge of English grammar, spelling, and basic business math
- Proficiency with Microsoft Word, Excel, Outlook, and related software
- Ability to organize work, prioritize tasks, and manage multiple deadlines
- Ability to communicate effectively, both orally and in writing
- Ability to work independently and as part of a team
- Ability to interact professionally with the public in a municipal environment
- Ability to maintain confidentiality and comply with records retention requirements
- Ability to obtain/maintain APSIN clearance.
- Ability to handle highly confidential investigative information.
- Ability to lift up to 25 pounds
Supervision Received:
Receives general to moderate supervision from a Department Director or designee.
Supervision Exercised:
Supervision is not a normal responsibility of this position.
External Visibility/Contact:
Contact with city personnel and general public. Must have the ability to develop rapport and positive working relationships with all departments and provide positive, friendly customer service.
Working Conditions Environment:
Office environment. Work is performed primarily in an office setting. The noise level in the work environment will normally be quiet to moderately noisy depending upon office equipment, telephones in use, and other employees/members of the public with business in the office. While performing the duties of this job, employee will frequently be required to use hands and fingers dexterously to operate office equipment, will be required to communicate orally, regularly required to sit, stand, walk, occasionally
required to stoop, kneel, or crouch, and reach with hands and arms and lift up to 25 pounds. Specific vision abilities required include close vision and the ability to adjust focus. Reasonable accommodation may be provided to enable individuals with disabilities to perform the major activities.
THE ABOVE STATEMENTS ARE INTENDED TO DESCRIBE THE GENERAL NATURE AND LEVEL OF WORK BEING PERFORMED BY PERSON(S) ASSIGNED TO THIS POSITION. THEY ARE NOT INTENDED TO BE AN EXHAUSTIVE LIST OF ALL DUTIES, RESPONSIBILITIES AND SKILLS REQUIRED OF PERSONNEL IN THIS POSITION. ALL REQUIREMENTS ARE SUBJECT TO POSSIBLE MODIFICATION TO REASONABLY ACCOMMODATE INDIVIDUALS WITH DISABILITIES.