City Manager Office Assistant

Recruitment #23-7135-001

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Responsibilities

Employees in this class perform various tasks in support of the Office of the City Manager (CMO) which requires intermediate computer skills and experience performing a variety of routine and complex clerical work assignments in an office. Plans, organizes, and participates in administrative and clerical operations related to assigned functions; and maintains confidentiality of sensitive and privileged information. Work normally involves the application of initiative and independent judgment to procedural questions, although decisions are limited by established precedents and departmental policies. Work varies in nature and difficulty. Works with a team of other administrative professionals, office assistants, and office managers.

Responsibilities include, but are not limited to the following, as other duties may be assigned:

  1. Assists with organizing and expediting the flow of work through the Office of the City Manager.
  2. Inputs a wide variety of data into an assigned computer system; establishes and maintains automated files and records; creates queries and generates various computerized lists and reports; assures timely distribution and receipt of various records and reports; assures accuracy of input and output of data.
  3. Receives, screens, and routes telephone calls; greets and assists visitors; refers callers or visitors to appropriate departments and/or staff members; takes and relays messages; responds to requests, complaints, and questions from officials, staff, and the public; receives, sorts and routes incoming correspondence; reviews and determines the priority of incoming mail.
  4. Coordinates and schedules various appointments and meetings; maintains and coordinates the calendars for the City Manager and Deputy City Managers.
  5.  Prepares City Manager Reports and related information according to established Charter provisions, policies, and procedures; assists with City Manager staff meeting preparation as assigned.
  6. Communicates with various personnel, including City departments’ office managers, supervisors, division managers and Directors, and outside agencies to exchange information, coordinate activities and resolve issues and/or concerns.
  7. Composes correspondence independently on a variety of matters including those of a confidential nature; prepares, formats, edits, proofreads, and revises written materials prepared by CMO Executive Team and materials that have been presented for action and/or approval.
  8. May prepare and submit purchase orders and work orders as assigned; may assist with petty cash reconciliation; may assist with preparing budget reports as assigned. May make travel arrangements as assigned; may prepare and assure proper completion of reimbursement and mileage forms as assigned.
  9. Attends a variety of meetings as assigned; prepares related notices, and agendas as assigned.
  10. Operates and maintains a variety of office equipment including a copier, fax machine, document time stamp, computer, and assigned software; arranges for equipment repairs as needed.

Minimum Qualifications

Associates Degree in Business Administration or closely related field AND 2 years of administrative and/or clerical experience including experience with Microsoft Office products.

OR

High School Diploma or G.E.D. AND 5 years of administrative and/or clerical experience with the City including experience with Microsoft Office products.

Degree must be from a college or university that is accredited by the U.S. Department of Education through the North Central Association of Colleges and Universities or equivalent region.

License Requirements

Must have a valid driver's license at time of appointment and maintain as a condition of employment.

Notes

Applications must specifically address each of the minimum qualifications, directly showing how each is met.

Background Check 
A background investigation and evidence of Employment Authorization and Identity is required prior to employment. All candidates must pass any level of background investigation applicable to the position, including current city employees seeking transfer, promotion, demotion, etc. into a classified position. 

Medical Examination & Drug and Nicotine Testing 
Final appointment is contingent upon the applicant passing a job-related medical examination including drug screen. Applicants offered employment with the City will be required to pass a nicotine screening. Newly hired employees must remain tobacco and nicotine free as a condition of continued employment. The Tobacco and Nicotine Free Hiring Policy does not apply to current City employees. 

An Equal Employment Opportunity Employer 

M/F/H

Benefits