JOB SUMMARY

The person in this position is responsible for providing a wide variety of complex administrative and executive assistant tasks requiring initiative, independent judgment and extensive working knowledge of City organization and programs. The incumbent’s work entails dealing with political, confidential and sensitive issues requiring a high degree of discretion, tact and professionalism.

ESSENTIAL JOB FUNCTIONS

Community Development

• Coordinates calendars for the department
• Coordinates usage for departmental vehicles.
• Maintains all payroll records and inputs all necessary information for Planning and Department staff.
• Codifies all invoices
• Processes all travel requests for the department.
• Maintains daily/weekly travel and meeting schedules for the department
• Operates a computer to produce confidential reports, correspondence, and other documents from rough draft, written copy, oral instructions, and/or dictating
• machine; takes notes and minutes of meetings;
• Assists citizens in requests and provides general information to the public;
• Assists in developing and implementing promotional and special events
• Works with staff and other departments on Historic Preservation, Planning and Zoning and other committees as required;
• Accepts and processes applications and schedules meetings for Historic Preservation and prepares and delivers agendas;
• Transcribes and maintains minutes of required department meetings and other relevant meetings;
• Orders all office supplies and maintains a current and accurate inventory of all supplies.
• Types letters, forms, reports, and other material from copy and rough draft. Sets up and maintain a variety of files. Sorts and files correspondence.
• Financial Responsibilities: Accept, receive, and/or collect payments; prepare and/or process purchase orders; make recommendations that impact the budget; manage the budget within assigned unit/division; and manage the budget within assigned department.
• Processes mail, prepares bulk mailings, and operates postage machine for bulk mailing.
• Operates a variety of office machines including computer, typewriter, adding machine, copier, fax, postage machine, etc.
• Performs other related duties as required.

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS 

Requires an Associates’ Degree; five (5) years of progressively responsible complex administrative work with some experience in the public sector preferred or an equivalent combination of education and experience; Bachelor’s degree is preferred.

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of modern office practices, methods, equipment, and standard clerical procedures;
• Knowledge of or ability to learn the department’s rules, regulations, policies, and procedures;
• Knowledge of all municipal functions, contacts, and activities of various departments;
• Skill in operating a computer;
• Skill in oral and written communication;
• Ability to learn, understand and apply the concepts, practices and procedures of the department;
• Ability to pay close attention to details;
• Ability to handle several projects simultaneously;
• Ability to use meeting agenda software;
• Ability to understand and follow quickly and accurately oral and written instructions;
• Ability to prepare clear and concise reports and maintain accurate records;
• Ability to maintain alphabetical and chronological files;
• Ability to work independently without specific instructions;
• Ability to establish and maintain effective working relationships with City employees.
• Ability to deal with the public in an effective and courteous manner;

CERTIFICATION, LICENSE AND SPECIAL REQUIREMENTS

Police Administration
Notary Public, Ability to obtain GCIC/NCIC certification

Administration
Notary Public

PHYSICAL DEMANDS

The work is medium work and requires feeling, fingering, grasping, handling, hearing, mental acuity, pulling, pushing, reaching, repetitive motion, speaking, talking, visual acuity, and walking.

WORK ENVIRONMENT        

The incumbent works in a dynamic environment that requires sensitivity to change and responsiveness to changing goals, priorities, and needs.