Administrative Assistant

Job Overview
This position offers an opportunity to work in a vibrant community while contributing to the efficiency and effectiveness of our operations.
Position Responsibilities

• Research and compile moderately complex information from various sources for forms and report preparation.
• Perform technical processing, generation, and collection of forms, applications, permits, payments, invoices, and refunds.
• Provide lead direction, training, and work review to administrative support staff, setting priorities and ensuring task completion.
• Conduct arithmetical and routine statistical computations, including payroll preparation, and may serve as a timekeeper.
• Answer inquiries and provide information to the public, outside agencies, and City staff, applying judgment to policies and procedures.
• Schedule and maintain calendars, prepare agendas, and take minutes for various meetings.
• Assist management staff with complex clerical office activities and track trainings.
• Administer applicable programs, resolve issues, and implement necessary changes.
• Establish and maintain complex departmental filing systems and administrative records.
• Type and proofread complex and sensitive correspondence, reports, and documents.
• Collect, compile, and enter data into computer systems, generate reports, and advise on routine system operations.
• Assist with tracking and verifying the accuracy of expenditures.
• Manage office administrative details, such as ordering supplies and arranging equipment repairs.
• Build and maintain positive working relationships with coworkers, City employees, and the public.
• Observe and maintain a safe working environment in compliance with safety programs and procedures.

Skills Required

• Proficiency in Microsoft Word and applicable Microsoft Office Suite software.
• Ability to process and integrate complex data and perform routine PRISM functions.
• Maintain confidentiality and be sensitive to political issues.
• Experience in providing administrative support in the assigned functional area(s).
• Effective data entry skills into CASPS and/or FAMIS.
• Basic math skills and ability to write simple documents.

Experience Required

• Knowledge of administrative support activities and filing systems management.
• Familiarity with business arithmetic, including percentages and decimals.
• Correct English usage, including spelling, grammar, and punctuation.
• Understanding of pertinent federal, state, and local laws, codes, rules, and regulations.
• Experience with office procedures, methods, and equipment including computers and software applications