City of Meridian

33 E. Broadway Ave.
Meridian , ID
Apply Now

Administrative Assistant I

City of Meridian
Meridian, ID Full-time
Posted on March 13, 2019

Job Title: Administrative Assistant (Finance)
Department: Finance
Reports To: Chief Financial Officer
Open Date: March 9, 2019
Close Date: March 22, 2019
Hiring Salary: $13.98 - $ 17.87 per hour, DOE
Salary Range: $13.98 - $20.98 per hour, DOE

Job Summary:
Primarily responsible for providing a wide array of administrative functions and as well as routine clerical work. Assists one or more individuals with various departmental functions, including projects. Additional duties include acting as a contact point for employees, citizens and others. Maintains department file systems, performs research, correspondence, public relations and other duties, as assigned. This class of employee is afforded discretion and works under general supervision.

Essential Duties & Responsibilities:
Answer multi-line telephone and routes calls appropriately using excellent communication and telephone skills;

Manages the City mailroom and functions associated to the mailroom;

Deliver, compose, organize, and validate Finance Department mail;

Maintains sorts, organizes, and files department information;

Develop and maintain paperless document management;

Oversees record retention process for the department;

Compose letters, presentations, correspondence, and memos requiring independent judgment as to content;

Compose and updates website with Finance Department content;

Assist Finance divisions with various data entry needs;

Researches and compiles data from a variety of sources and prepares reports;

Schedule and coordinate arrangements for training events, meetings, room reservations and conferences; 

Arranges and coordinates all travel needs for department staff;

Responds to inquiries and researches issues;

Assists in preparing and publishing meeting agendas and takes, prepares, and distributes meeting minutes;

Assists with City fleet car management and vehicle master inventory list;

Assists with Contract Management data entry;

Maintains electronic Department Policy and Procedures manual;

Handles sensitive and delicate public relations situations with a high degree of confidentiality and in a courteous, professional, and timely manner;

Reviews Purchasing Case Management items with the Purchasing Division;

Assists department during annual audit;

Research and respond to citizen concerns and questions;

Utilizes Microsoft Office programs including Word, Excel, PowerPoint, and various other software;

Inventories, orders, and receives office supplies;

Prioritizes and organizes own work, to meet deadlines;

Works independently and under the direction of immediate supervisor.

Other Duties and Responsibilities:
Performs other duties as assigned or needed;

Must hold a valid State of Idaho Driver’s License and safe driving record.

Job Specifications:
High school diploma or equivalent required plus 2 years of office/clerical support experience, or any combination of experience and/or training which provides the knowledge, skill and abilities to perform the work required;

Some college education and/or administrative training is desired.

Knowledge, Skills & Abilities:
Must have strong customer service skills, be able to manage multiple tasks and projects, and have a strong attention to detail;

Must have excellent communication and telephone etiquette skills. Ability to perform data entry and word processing at a proficient level using Microsoft Office software;

Must have strong professional writing skills for writing reports, minutes, and other communication;

Ability to operate office equipment, i.e., computer, calculator, copier, fax machine and postage machine;

Knowledge of mathematics, sufficient to add, subtract, multiply and divide manually or by machine;

Ability to communicate and deal with the public, citizens and co-workers in a professional, empathetic and positive manner;

Must have exceptional organizational skills and the ability to effectively establish priorities and complete multiple, competing and time-dependent projects with superior attention to detail;

Ability to regularly plan, set up, and attend meetings, functions, and events, sometimes after hours;

Ability to work effectively with frequent interruptions in a team environment as a team player;

Ability to establish and maintain effective working relationships with Department personnel, city officials and the general public;

Ability to communicate, meet and deal with the public and co-workers with respect in a pleasant, professional, and courteous manner;

Integrity in the performance of assigned tasks;

Must have a positive “can do” attitude;

Must be able to provide exceptional customer service and outstanding professionalism;

Must be willing 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;

Must be tactful, discrete, and diplomatic as well as be assertive, resilient, have problem solving ability, and take orders/direction;

Must have demonstrated excellent oral and written skills to communicate effectively with customers, vendors, and the public in face-to-face meetings, one-on-one settings, in groups and in using a telephone; 

Ability to produce documents with clearly organized thoughts using proper sentence construction, English usage, vocabulary, punctuation, spelling and grammar; 

Must be willing to attend classes in related fields to upgrade skills and knowledge.

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.