SUMMARY:

Perform a variety of routine administrative, advanced secretarial, and complex clerical duties requiring excellent customer service, organizational skills, and independent judgment in keeping official records, providing administrative support to city staff, and assisting in the administration of the standard operating policies and procedures of the city Other duties may be assigned.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following (other duties may be assigned):

PUBLIC RELATIONS/CLERICAL: Provide clerical support to the City Administrator, Senior Staff and other city employees, as needed. Assist both external and internal customers with a wide variety of questions, concerns, and requests regarding city operations and services, or direct them to appropriate city departments. Answer and route in-coming calls and make out-going calls. Receive and stamp incoming mail and process outgoing mail. Compose, type, and edit a variety of correspondence, report, memoranda, and other material requiring judgment as to content, accuracy, and completeness. May attend City Council meetings as required, prepare agendas, take and draft meeting minutes. May attend other committee or board meetings as assigned. Purchase office supplies as needed. Schedule appointments and coordinate activities, meetings, tours, conferences, events, and training sessions; make travel arrangements for staff, including credit card check out and vehicle transportation. Receive and issue park reservation requests and coordinate the same with the Parks Division. Receive and process special event permit applications and coordinate the same with appropriate City departments.

ANNUAL LICENSES/VOTER REGISTRATIONS/ELECTIONS: Support the City Clerk and/or Deputy City Clerk in the receipt and renewal of city issued licenses (e.g. liquor, pawn broker, etc.). Provide assistance through the Administrative Services Director to the Fremont County Elections Office with general, primary, and/or special elections and voter registrations.

RECORDS MANAGEMENT: Under the guidance of the Records Management Officer, work with all departments in conforming to the established records retention policies. Assist with the city’s record retention.

PUBLIC NOTICES: Support the City Clerk and/or Deputy City Clerk to prepare and/or publish all necessary public notices, advertisements, ordinances, and resolutions. May assist in the preparation of official city records including minutes of meetings, ordinances, resolutions and other legal documents.

WEBSITE, GENERAL EMAIL, AND SOCIAL MEDIA ADMINISTRATION: Organize and maintain the city’s digital calendar, publish content and assist in the maintenance of the city’s webpage, and receive and distribute general emails to appropriate departments. Responsible for the city’s social media presence and responding to social media inquiries. Maintain a positive tone to all posts and create/manage posts to help inform the public on City business and/or interests.

FINANCE DEPARTMENT COORDINATION: Assist in processing financial claims, including accounts payable and accounts receivable, when necessary and coordinated by the Administrative Services Director. Receive payments in accordance with the City’s Cash Handling Policy.

INTERDEPARTMENTAL COOPERATION: May assist other departments with duties assigned and coordinated by the Administrative Services Director and/or City Administrator. Other duties may be assigned.

SUPERVISORY RESPONSIBILITIES: None

SUPERVISION RECEIVED: Works under the general supervision of the Administrative Services Director.

In an effort to create organizational clarity, and to empower its employees, the City of Riverton has identified ten core competencies that all employees are expected to meet in order to help fulfill the mission of the City. It is expected that employees will meet their responsibilities as detailed below, including observable commitment to the mission of the City and these values.

Adaptability: Adapts to changes in work environment, procedures, and assignments; Manages competing demands; Accepts criticism and feedback; Changes approach/method to best fit the situation/work assignment.

Communication: Expresses ideas and thoughts both verbally and in written form; Exhibits good listening and comprehension; Keeps others adequately informed; Selects and uses appropriate communication methods.

Cooperation: Establishes and maintains effective relations; Displays positive outlook and pleasant manner; Exhibits tact and consideration; Offers assistance and support to co-workers; Works cooperatively with supervisor and co-workers.

Customer Service: Displays courtesy and sensitivity; Manages difficult / emotional customer situations; Responds promptly to customer needs; Meets commitments; Solicits customer feedback to improve service.

Dependability: Consistently reports to work on time ready to begin work; Responds promptly to requests for service and assistance; Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments.

Initiative: Volunteers readily; Seeks increased responsibility; Identifies opportunities to improve systems & procedures; Asks for help when needed.

Job Knowledge: Competent and knowledgeable in key result areas; Exhibits ability to learn and apply new skills; Requires minimal supervision; Displays understanding of how job relates to others.

Judgment: Displays a willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision making process; Makes timely decisions.

Planning & Organization: Prioritizes and plans work activities; Uses time efficiently; Plans and uses available resources; Works in an organized manner.

Quality: Demonstrates accuracy and thoroughness; Displays commitment to excellence; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• EDUCATION and/or EXPERIENCE: High School diploma or general education degree (GED). Three (3) years of experience in the clerical support field. Combination of education and experience will be accepted.
• LANGUAGE SKILLS: Ability to read and comprehend simple instructions, short correspondence and memos. Ability to compose simple correspondence. Ability to effectively present information to customers, clients and other employees of the organization in one-on-one and small group situations. Considerable knowledge of grammar, spelling, punctuation and office practices and procedures.
• MATHEMATICAL SKILLS: Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to compute rate, ratio and percent and to draw and interpret bar graphs.
• REASONING ABILITY: Ability to apply commonsense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
• CERTIFICATES, LICENSES, REGISTRATIONS: Ability to be bonded and to become a Notary Public.

• OTHER REQUIRED KNOWLEDGE, SKILLS and ABILITIES: Ability to effectively meet and deal with the public; ability to exercise customer service skills in emotionally charged situations; ability to exercise sound judgment in evaluating situations and in making decisions; ability to react effectively in stressful
situations; ability to communicate clearly and concisely, both orally and in writing; ability to perform computer keyboarding with accuracy at a reasonable speed; ability to read and comprehend simple instructions, short correspondence, memos, rules, operating and maintenance instructions, and procedural manuals; ability to establish and maintain effective working relationships with both internal and external customers; ability to speak effectively before groups of customers or employees of organizations; ability to effectively present information in one-on-one and small group situations to both external and internal customers.
Ability to accomplish a variety of tasks in an organized manner and maintain a cooperative, courteous, and helpful attitude that displays a willingness to achieve common goals through face-to-face contacts, verbal communications, and through written correspondence, as well as acceptance of supervision and constructive criticism. Ability to display cooperation, patience, diplomacy, tact, and discretion in all dealings with as well as the service of the public through face-to-face or telephone conversation, correspondence, and required or incidental appearances before the public that portrays a responsible public image.
Considerable knowledge of grammar, spelling, and punctuation; working knowledge of computers, software, and electronic data processing; working knowledge of modern office practices and procedures; some knowledge of accounting principles and practices; some knowledge of administrative, procedural policies, and regulations of city government.
PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit; use hands to finger; handle or feel objects, tools or controls; and reach with hands and arms. The employee is occasionally required to stand; walk; climb or balance; and stoop, kneel, or crouch.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, peripheral vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet. The stress level for the position is usually low, with occasional periods of moderate to high stress when meeting deadlines.

GUIDELINES

Employees are required to follow the established guidelines of the City to include, but are not limited to, the employee handbook, safety policies and procedures, and departmental policies and procedures. These guidelines require judgment, selection, and interpretation in application. This position helps develop division guidelines.

The City of Riverton is an at-will employer. This means that either party – the employee or the employer – may end employment at any time, with or without cause, with or without notice. All the terms, conditions and benefits of employment with the City are subject to change at any time, with or without notice, at the discretion of the City.

City of Riverton jobs

Administrative Assistant