Administrative Assistant

Administrative and Executive Support
•Perform a wide variety of complex, confidential, and responsible administrative duties in support of the City Manager and multiple departments, including Human Resources, Legislative Office, Finance, Code Enforcement, Public Works, and Police.
•Participate in special projects and perform related duties as assigned.
 

Customer Service and Public Engagement
•Serve as a primary point of contact for residents, visitors, vendors, and external agencies, providing professional and courteous assistance.
•Establish and maintain effective working relationships co-workers, residents, vendors, and external partners.
•Answer and route incoming telephone calls; maintain a detailed call log including caller name, date, reason for call, and staff assignment.
•Coordinate incoming correspondence and greet visitors, ensuring timely and accurate communication.

Office Operations and Records Management
•Manage front desk operations, including operating office equipment, ordering supplies, coordinating meeting room usage, and   processing mail, faxes, and packages.
•Utilize computer systems and software for email, calendar scheduling, document preparation, and other administrative functions.
• Must successfully complete a thorough background check • Must successfully complete a six-month probationary period.

ESSENTIAL KNOWLEDGE, SKILLS & ABILITIES
Note:  Any combination of education, training and work experience will be considered

Education and Certification
•High school diploma or General Education Degree (GED) certificate required; post-secondary education or a professional certificate from an accredited college or technical school preferred (LEVEL 2).
•An associate degree is highly desirable.
•Must have a valid Driver’s License.

Experience
•One (1) to three (3) years’ experience in office or secretarial work, including customer service, records management, and computer proficiency (LEVEL 2).
•Experience supporting multiple departments in a municipal or professional office environment preferred.
•Strong interpersonal and customer service skills, including the ability to respond courteously to community inquiries in person and by telephone, mandatory.
•Proficiency in Microsoft Office Suite and other standard office productivity software.
Ability to multitask, prioritize assignments, and perform effectively in a fast-paced environment.
•Ability to communicate clearly and professionally, both orally and in writing, with diverse populations.
•Ability to maintain confidentiality and handle sensitive information with discretion.  
•Ability to interpret and apply applicable regulations, policies, and procedures.