Administrative Assistant I - City Clerks Office

Perform and coordinate a variety of confidential administrative secretarial duties on behalf of the City Clerk, City Council, Deputy City Clerk, and City Council Committees. Receiving and responding to requests for public records. FOIA coordinator - Receive, review, and analyze new Freedom of Information Act (FOIA) requests. Intake and enter incoming requests data in the FOIA tracking database. Communicate and coordinate with all city departments pertaining to records requested and associated information to be released. Serve as a liaison with requesters. Responds to City Clerk, Council, and citizen inquiries, requests, and complaints. Provides information, guidance, or referral to appropriate department. Follow up to ensure prompt action on necessary matters. Compose and post agendas and meeting notices. Compose and post meeting minutes, may attend evening meetings to take detailed notes, produce proper minutes for council approval and handle post-meeting follow up and action items. Compose and prepare a wide variety of official documents, reports, letters, memoranda, statistical charts, presentations, and other materials from drafts, notes, spreadsheets. presentations, and other services. File and arrange documents and records, digitize select records. Establish and maintain positive relationships with staff and the public through telephone, in-person, and email communication. Respond to inquiries and information requests from residents, City staff, elected officials, and government agencies using sound judgment and established guidelines, while delivering a high standard of customer service. Assist in the preparation and administration of election duties. Perform other related duties as required. High school graduation or equivalent; supplemented with business courses desired. Associate Degree in Business or related field preferred. Four or more years of related experience sufficient to produce solid expertise in secretarial administrative functions and skills, including word processing expertise; ability to pass Clerical Skills test battery (Microsoft Office Suite). Demonstrated proficiency in the use of personal computers, the Microsoft Office Suite software applications - Word, Excel, Power Point, and Access. Experience with financial and database software applications highly desirable. Experience with BS&A municipal software preferred. Must be available whenever needed throughout the year for evening meetings and on weekends during election season. Demonstrated dependability and reliability; good judgment and problem-solving skills; excellent oral and written communication skills. Excellent pro-active, public service attitude. Ability to interact effectively with the public, elected officials, the business community, city staff and administration. Executive Office experience helpful.