Administrative Assistant I

Under basic supervision, Administrative Assistant I performs clerical duties to include maintaining departmental files and employee records, managing vendor payments, and assisting with budget preparations.

• Answers the main phone line for the ______ department, as well as rollover phone calls. Refers calls to appropriate departments or takes messages.
• Performs data entry; creates work orders and closes work orders.
• Assists in the development of requests for proposals and requests for quotes.
• Creates accounts payable vouchers to pay various vendors for services for bills; maintains data related to line items for City Departments throughout the fiscal year.
• Assists with hosting, facilitating, and setting up various events and meetings; prepares agendas, packets, reports, and minutes for various boards and committees.
• Manages purchases and creates procurement documents in system for various ordering needs within the department.
• Proofreads and creates educational social media posts for accuracy, completeness, and format; assists with budget preparations.
• Performs related duties as required or assigned.

Work is performed in a standard office environment. High school diploma or GED equivalent AND two (2) years of customer service or clerical related experience preferred, OR an equivalent combination of education, training, and experience.

Knowledge of:

• Applicable local, State, and Federal laws, codes, regulations, and ordinances.
• General office policies, procedures, and practices.
• Records maintenance and retention practices and procedures.
• Customer service principles, practices, and etiquette.
• Basic accounting practices and principles.
• Proper grammar, spelling, and punctuation.

Skill in:

• Operating a computer including standard software and some specialized software.
• Organizing work and setting priorities to meet deadlines.
• Interacting tactfully and professionally with City staff, outside agencies, and the public.
• Typing and entering data with speed and accuracy.
• Maintaining accurate records and filing systems.
• Preparing clear and concise reports.
• Communicating effectively both verbally and in writing.
• Establishing and maintaining effective working relationships.