Job Description
DMD OFFICE ADMINISTRATOR
City of Evansville - 3.4 Evansville, IN Job Details 8 hours ago Qualifications Video conferences (communication methods) Full Job Description OFFICE ADMINISTRATOR
Job Summary This position receives general assignments from the Executive Director or Deputy Executive Director and performs office management duties according to standard procedures, requiring the selection of appropriate procedures and methods. Essential Duties and Responsibilities Coordinates personnel related matters including personnel actions, advertising for position openings, scheduling interviews, personnel orientation, and maintaining personnel files and databases on all Department employees. Liaison for the department with Personnel. Designs and builds databases/spreadsheets and creates required department forms. Maintains office safety plan and emergency evacuation procedures, internal accident reports, and department adherence to OSHA regulations. Receives and maintains Access to Public Records requests and related files and prepares initial response letters for the department. Performs clerical/administrative assignments, assuring orderly processing and timely completion of tasks. Maintains official records, departmental files and correspondence files. Organizes department files, stores and archives files/record retention, and maintains file storage logs. Photocopies, scans, emails and faxes department documents and related materials assigned. Assists with data entry and maintenance of official mailing lists and databases for the department. Minor maintenance/stock of multi-function copiers, scanners, and printers, etc. Maintains supply inventory and orders supplies as needed. Communicate regularly with staff to help procure needed items. Liaison for the department with Computer Services and others regarding computer and telephone problems. Maintains inventory of office equipment and computers. Assists with uploading information to the Department of Metropolitan Development page of the City of Evansville website. Assists with bookkeeping, contract and payment tracking, grant tracking, and reconciliations. Assists Finance staff with department claims and records documents at Recorder's Office. Assists with completion of various documents, correspondence and reports including Capital Assets. Assists with travel arrangements for departmental staff attending conferences, training, etc. Greets department visitors, determines the nature of their business and notifies appropriate staff members of their arrival. Answers telephone, determines nature of call and answers questions or routes to appropriate agency or persons. Listen to messages on a daily basis, forwards to appropriate staff members or contacts caller the next business day. Logs incoming and outgoing mail, checks, and provides receipts for walk-ins of cash or check. Prepares outgoing mail, bulk mailings and shipments for the department and delivers to Mailroom or schedules pick-up, including but not limited to, FedEx, UPS, and Priority Mail. Prepares annual meetings schedules and makes meeting room reservations as needed for various boards and commissions administered by the Department of Metropolitan Development. Communicate with managers to coordinate schedules. Contact board/commission members for availability. Prepare and send media notices, meeting agendas, draft meeting minutes for board and commission meetings, as assigned. Prepare essential documentation, including memos, reports, and other forms of communication for board and commission business. Prepare follow-up letters concerning actions taken at meetings notifying Finance Manager/Contracts Manager of need for requisitions, etc. Maintains Executive Director's files, as requested. Schedules, coordinates, and prepares agendas, and necessary documentation for various executive level meetings. Prepares department correspondence, reports, and memos as assigned by Executive or Deputy Director. Maintains work relationships with superiors, co-workers, and other departments for the purpose of receiving assignments, reporting job-related information, coordinating activities and assuring proper completion of assigned tasks. Performs related duties as assigned. Skills/Abilities/Knowledge Knowledge of standard office procedures and personnel management practices. Word processing ability with speed and accuracy, maintain office files and operate modern office equipment including phones systems, multi-function copiers, computer (Microsoft Word, Excel, Access, Publisher, etc.), and digital voice recorder. Working knowledge of Granicus, eGov, MS Teams, and Webex and other electronic platforms for all city meeting requirements. Knowledge of email and calendar systems, including Microsoft Outlook. Knowledge of and ability to effectively use English grammar, spelling, and punctuation. Ability to work with co-workers in a tactful, timely, and courteous manner to achieve desired work results. Strong communication skills, written and oral. Ability to work independently and seek help or assistance as needed. Self-motivated and highly organized. Distinctly dependable and trustworthy, with a strong and proven work ethic. Working knowledge of department operations. Ability to maintain a high level of confidentiality. Work Environment and Physical Requirements Performs work in a modern office environment. Ability to lift 40 pounds without assistance. •This job description is not designed to cover or contain a comprehensive list of activities, duties, or responsibilities that are required of the employee. Position :
7101004 Code :
1-50 Type :
INTERNAL & EXTERNAL
Location :
METROPOLITAN DEVELOPMENT
Posting Start :
05/20/2026 Posting End :
12/31/9999
