Administrative Assistant - Central Services

JOB The primary function of an employee in this class is to perform routine administrative functions, provide support for the Central Services Department including Human Resources; City Clerk; Grants, Contract, & Procurement; and IT. An individual in this class provides customer service and frontline support to the public, visitors, and other interested parties, and provides back-up and fill-in coverage for other frontline administrative roles.

• INFORMATION REGARDING COMPENSATION

• The full salary range for the position is as listed
• $23.80
• $32.50The general hiring range for the role is $23.80
• $26.

60 EXAMPLE

OF DUTIES

This list is

ILLUSTRATIVE

only and is not a comprehensive listing of all functions and duties performed by the incumbent of this class. Duties may include, but are not limited to the following: Provide direct administrative/clerical support to the Central Services Director, monitoring the Director's calendar, coordinating meetings and events, and making travel arrangements;Provide general support to members of the Central Services Department;Act as frontline point of contact for the Central Services Department delivering superior internal and external customer service; communicating with the public, employees, and other individuals to answer questions disseminate or explain information; and establishing and maintaining effective internal and external relationships.

Prepare department purchase orders and process invoices for approval by members of Central Services;Inventory, order, and maintain general office supplies and minor office equipment for City departments, coordinating with Grants, Contracts & Procurement as needed;Maintain the City's central equipment inventory;Assist with the development, implementation, and management of the workorder system in the City's ERP.Initiate preventative and responsive work orders.

Assist with temporary/seasonal new hire and rehire onboarding to include personnel form intake, reviewing forms for completion, coordinating with supervisors and payroll staff, and timely data entry;Coordinate and/or assist with employee events and training sessions to include arranging for food and drink, room setup, attendance records, etc;Provide backup support for the front desk customer service team, including lunch breaks and absences; coverage includes greeting visitors or callers and handling their inquiries or directing them appropriately for their needs and providing information about, and assistance with, City services.

Prepare, compose, process, and proofread a variety of documents, including general correspondence, from rough draft or verbal instruction;Review files, records, and other documents to obtain information to respond to requests;Compile, copy, sort, and file records of office activities, business transactions, and other activities; andAssist with compiling and organizing records for projects and requests; Other Duties and ResponsibilitiesMay clerk public meetings for committees and commissions for the department including operating audio/video and electronic meeting platforms, and drafting meeting minutes.

Attends training classes and workshops.

Performs other related duties as assigned.

SUPPLEMENTAL INFORMATION

Education and Experience:

Associate Degree (preferred);High school diploma or equivalent (required); andTwo years' administrative support or related experience, preferably in a municipal government agency; or An equivalent combination of education, training and experience which provides the knowledge and abilities necessary to perform the work of an Administrative Assistant may also be qualifying.

Proficient with Microsoft Office applications including

Word, Excel, Outlook, and PowerPoint Licenses and Certifications:

Valid driver's licenseThis class specification should not be interpreted as all-inclusive. It is intended to identify the essential functions and requirements of this job. Incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification. Any essential function or requirement of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA). Reasonable accommodation for the specific disability will be made for the incumbent/applicant when possible.