Summary
Provides administrative support for assigned Department(s), including City Administration, City Clerk, and Finance.
Essential Duties and Responsibilities include the following; however, other duties may be assigned. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Serves as the first point of contact, both in person and on the phone, for residents and visitors at City Hall, addressing inquiries, providing information, and directing individuals to the appropriate departments or staff;
- Operate and monitor the central intercom access system to grant or deny entry to visitors, contractors, and deliveries;
- Assists in proofreading (ensuring accuracy of material), assembling and distribution of Board of Aldermen and other meeting packets and maintains calendar for City meetings;
- Prepares correspondence, lists, calendars, and booklets, ensuring accuracy of all such materials, as assigned;
- Updates City website, including posting agendas, minutes, bid opportunities, and announcements and sends out alerts via Nixle, as assigned;
- Assists with the distribution of bid documents;
- Processes, prepares, and maintains correspondence, department files, and documents, both digital and physical, in an organized manner;
- Prepares official City records list and documents for proper filing and storage;
- Coordinates special projects and events held throughout the City, such as annual flu shots, ceremonies, employee, and volunteer appreciation lunches, etc.;
- Meters, stamps, sorts, and distributes mail and oversees mailing projects as needed;
- Assists in the processing of permit and license applications, ensuring compliance with the City’s codes and regulations;
- Updates and maintains departmental databases. (i.e., No Visit List, Yard Sale Permits, Motor Vehicle Sales Permit, Yard Wate Stickers, and Residential Lists;
- Assists with preparation and distribution of the City’s monthly newsletter;
- Assists with maintaining records for Heroes Memorial brick orders;
- Assists in the processing, collecting, and accounting of payments received at the front desk;
- Maintains and orders necessary office and departmental supplies, as assigned;
- Maintains the confidentiality of sensitive information; and
- Other duties as assigned.
Supervisory Duties
No supervisory responsibilities.
Education and Experience Required
High School Diploma or equivalent. One (1) to three (3) years of related work experience or other equivalent combination of education and experience. Must have reliable transportation to and from work.
Knowledge and Abilities
Knowledge of:
- Microsoft Office products, including Word, Excel, and Outlook. Proficient experience is required;
- Access, Canva, Laserfiche, and Civic Plus experience is preferred;
- Accepted secretarial principles and practices;
- Business and governmental correspondence formats.
Ability to:
- Handle frequent interruptions and multiple tasks simultaneously;
- Answer, screen, and route incoming calls on a centralized multi-line telephone system;
- Understand, interpret, and apply general and specific administrative and departmental policies and procedures;
- Operate office equipment such as computers, copiers, telephones, mailing machines, and binding machines;
- Effectively proofread materials for spelling, grammatical, and content errors;
- Understand and follow complex oral and written instructions, prioritize demands, and work independently;
- File and maintain records in an organized manner;
- To learn new software related to the position;
- Effectively communicate both verbal and written information; and
- Demonstrate professional and effective interpersonal skills.
Pay: $15.08 - $22.00 per hour
Education:
- High school or equivalent (Required)
Experience:
- administrative assistant: 1 year (Required)
Work Location: In person
