Administrative Assistant I (Administration)
Job Title: Administrative Assistant I (Administration)
Department: Public Works
Reports To: Administrative Services Supervisor
Open Date: December 20, 2021
Close Date: Open Until Filled
Hiring Salary: $15.00 - $19.18 per hour, DOE
Salary Range: $15.00 - $22.52 per hour, DOE
Job Summary: Primarily responsible for providing routine to advanced support and assistance in a wide array of administrative functions including processing of financial transactions, customer service, and routine clerical work. Assists one or more individuals with a variety of administrative tasks, including support for projects and public outreach, oversight and maintenance of budget reports, records retention program, and service/work orders. Additional duties include acting as a contact point for employees, citizens and customers; processing purchase orders; maintaining department file systems and spreadsheets; performing research; creating correspondence; conducting public relations; assisting with program administration; managing projects, process coordination and creation; maintaining standard operating procedures; and completing other duties, as assigned. This class of employee requires discretion and works under general supervision.
Essential Duties & Responsibilities: Answer multi-line telephone and route calls appropriately using excellent communication and telephone skills; Generate, maintain, monitor, track, evaluate, sort, organize, catalogue, file and retrieve Department information to administer and facilitate the Department’s records retention and destruction policies and practices per direction of City record retention program; Compose and proof-read letters, correspondence, and memos requiring independent judgment as to content; Research, compile and input data from a variety of sources; prepare and develop routine and special reports and documents; Schedule, notify and coordinate arrangements for meetings, conferences, and events with both internal and external contacts; may also plan, schedule, or arrange employee travel for meetings, training, and conferences; Respond to inquiries, research issues, and investigate potential solutions; Provide extensive customer contact in support of Departmental programs and initiatives; Prepare meeting agendas and take, prepare, and distribute meeting minutes; Handle sensitive and delicate public relations situations with appropriate confidentiality and in a courteous, professional, and timely manner; Research and respond to citizen concerns and questions in a timely manner; Utilize Microsoft Office programs including Outlook, Word, Excel, PowerPoint, Visio, Publisher, and Project as well as various other software programs; Routinely administer, manage and maintain various Department and Division-specific databases (tasks may include data entry, report writing and/or database creation/updates); Provide functional support for various Departmental programs; Assist in the preparation of presentation content and materials using graphs/spreadsheet, PowerPoint, web content, video, photos, and printed materials; Inventory, order, receive, and distribute office supplies, mail, uniforms, equipment, and other related items; Prioritize and organize work, to meet expectations and scheduled deadlines; Work independently as well as under the direction of immediate supervisor; Process financial transactions and reports using SAGE MIP software and Excel in accordance with City policies and procedures; Evaluate, monitor, and review internal operations and procedures to identify potential efficiency improvements; Provide on-going training and assistance to staff on various internal administrative workflow systems, technologies and general troubleshooting; Complete special projects as needed by the Department which require strong computer, administrative, and problem-solving skills; Update content on Public Works’ internet and intranet websites; Serve on committees for Departmental activities and events; Assist staff with renewals and tracking of professional licensures; Perform other duties as assigned or needed.
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, skills, and abilities to perform the work required; Associate’s degree, some college education and/or administrative professional training/certificate is desired.
Knowledge, Skills & Abilities: Must demonstrate effective customer service skills, be able to manage multiple tasks and projects, and have attention to detail; Must possess excellent communication and telephone etiquette skills and be effective in communicating with all levels of the organization, internal/external customers, key stakeholders, and other agencies; Ability to interact with the public and co-workers in a respectful, effective, cooperative, professional, and courteous manner in a demanding environment and demonstrate honesty, integrity, and fairness in decisions and dealings with others; Make detailed notes from telephone calls and route to appropriate personnel/departments; Type 50 words per minute; be skilled at word processing, database management, spreadsheet creation, record filing and possess a proficient-level working knowledge of Microsoft Office Suite software; Possess basic knowledge and understanding of database functionality and ability to perform data entry and report creation using enterprise databases such as MIP and/or other proprietary databases; Possess demonstrated excellent professional writing skills for writing reports, minutes, standard operating procedures, and other forms of communication with ability to produce documents with clearly-organized thoughts using proper sentence construction, vocabulary, punctuation, spelling, grammar; formatting; Possess knowledge of general office practices and procedures; Ability to operate a variety of office equipment: computer, calculator, copier, scanner, fax machine, binding machine, and postage machine; Must be able to perform general mathematic equations sufficient to add, subtract, multiply, and divide manually or by calculator; Establish and/or maintain a records system; Follow, establish, maintain and document office procedures; Define, develop and document processes and workflows; Must have exceptional planning and organizational skills to effectively establish priorities and complete multiple, competing and time-dependent projects according to expectations and schedule; Ability to regularly plan, set up, and attend meetings, functions, and events, occasionally after hours; Ability to work effectively 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; Must have a positive attitude and demonstrate initiative; Must be tactful, discreet, and diplomatic as well as be assertive and resilient; Must have effective problem-solving and decision-making abilities; Make sound and reasonable decisions in accordance with procedures/ordinances and work effectively with frequent interruptions; Ability to work independently, with little or no direction, or under the general direction of the immediate supervisor to establish priorities and organize work assignments; Willingness to teach or train staff members in a classroom setting; Must be able and willing to attend classes in related fields to upgrade skills and knowledge.
Licensing and Certification: Must hold a valid State of Idaho Driver’s License and safe driving record; May be required to become and serve as a Notary Public.
Work Environment and Physical Demands: Work is usually performed in an office environment with moderate noise level. The employee in this class is frequently subject to inside environmental conditions which provide protection from weather conditions but not necessarily from temperature changes, and is occasionally subject to outside environmental conditions; Requires sitting at a desk or computer monitor for extended periods of time; Requires the ability to lift up to 25 lbs.; Requires clarity of speech and hearing, which permits the employee to communicate effectively with the public and other department members; Requires clear vision to read printed materials and computer monitor to accomplish work; Requires repetitive movement of the wrists, hands, and/or fingers; 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 via City vehicle.