Administrative Assistant I
Job Title: Administrative Assistant I – City Clerk
Department: City Clerk’s Office
Reports To: City Clerk or Deputy City Clerk
Open Date: September 15, 2019
Close Date: Open Until September 20, 2019
Hiring Range: $14.26 - $18.23 per hour, DOE
Salary Range: $14.26 - $21.40 per hour, DOE
Job Summary
Primarily responsible for performing various administrative functions and routine clerical work, assisting
staff with departmental functions including special projects while acting as a main contact for
employees, citizens and others. Maintains department file systems, performs research, prepares
correspondence, and engages in public relations and other duties as assigned. This class of employee is
afforded discretion and works under general supervision.
Essential Duties &; Responsibilities:
Answers incoming calls through multi-line telephone system and routes calls appropriately using
excellent communication and professional telephone etiquette;
Utilizes Microsoft Office programs including Word, Excel, and PowerPoint, and other software;
Accept and process cash, check and credit card payments on behalf of customers;
Provide high-level administrative support to department leadership requested;
Receive and distribute materials from city staff across departments;
Maintains, sorts, organize, and files department information;
Compose letters, correspondence, and memos, requiring independent judgment as to content;
Research and respond to inquiries and citizen concerns;
Researches and compiles data from a variety of sources to prepare reports;
Inventory, orders and receives office supplies;
Audit and tracks department supplies and inventory, including annual updates;
Works independently and under the direction of immediate supervisor while prioritizing and organizing
personal workload to meet deadlines;
Handles sensitive and delicate public relations situations with a high degree of confidentiality and in a
courteous, professional and timely manner;
Manage room schedules for public meeting rooms and assists the public with reservations;Assists in preparing and publishing meeting agendas and minutes;
Process department accounts payable;
Maintain City Clerk’s Office website using appropriate tools;
Performs others duties as assigned or needed;
Other duties as required by Idaho State Code and City Ordinance.
Job Specifications:
High school diploma or equivalent required, AA or AS Degree preferred;
Minimum two years’ office/clerical support experience;
Must hold valid State of Idaho driver’s license and good driving record;
Ability to be bonded;
Working knowledge of Microsoft Office Professional software;
Considerable knowledge of organizing and maintaining accurate records and files;
Bilingual in Spanish, French, German, or other widely spoken language desired.
Knowledge, Skills &
Abilities:
Ability to manage multiple tasks and projects simultaneously;
Excellent communication and knowledge of appropriate telephone etiquette;
Must be able to provide exceptional customer service skills and outstanding professionalism;
Strong organizational skills and the ability to effectively establish priorities and complete multiple, competing and time-dependent projects with superior attention to detail; Willingness to work in a fast-paced and demanding environment and display an attitude of cooperation with the ability to work professionally and effectively with others; Exercise tact, discretion, and diplomacy with the ability to be assertive, resilient, problem solve and take orders/direction; Excellent oral and written skills to communicate appropriately and effectively with customers, vendors and the public in face-to-face meetings, one-on-one settings, in groups and in when speaking on the telephone; Ability to communicate, meet and interact with the public, citizens and co-workers in a professional, empathetic and positive manner; Must have strong professional writing skills for writing reports, minutes and other communication;Ability to establish and maintain effective working relationships with department personnel, city officials and the general public;
Ability to communicate, meet and interact with the public and co-workers with respect in a pleasant,
professional, and courteous manner; Ability to perform data entry and word processing at a proficient level using Microsoft Office software; Ability to operate standard office equipment, including computer, copier, fax machine and postage machine; Knowledge of mathematics sufficient to add, subtract, multiply and divide manually or by machine; Ability to regularly plan, set up and attend meetings, functions and events, sometimes after hours; Integrity in the performance of assigned tasks;
Willingness to learn new skills and attend trainings as appropriate; Ability to learn new software and comfort with the Microsoft environment. Licenses and Certification: Ability to become a Notary Public.
Work Environment and Physical Demands:
Work is usually performed in an office environment with moderate noise level;
Constantly requires sitting at a desk or computer terminal for long periods of time and ability to lift up to
15 lbs. Constantly requires clarity of speech and hearing, which permits the employee to communicate
effectively with the public and other department members;
Constantly requires clear vision to read printed materials and computer screen to accomplish work;
Constantly requires repetitive movement of the wrists, hands, and/or fingers;
Constantly requires sufficient personal mobility and physical reflexes, which permits the employee to
function in a general office environment to accomplish tasks;
Occasionally may require assisting with and attending department-sponsored special events or
activities, sometimes after hours.
Travel Requirements:
Local travel is occasionally required.