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Administrative Support Assistant

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Position Details

Position Information

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees may be required to follow other job-related instructions and to perform other job-related duties as requested, subject to all applicable state and federal laws. Certain job functions described herein may be subject to possible modification in accordance with applicable state and federal laws.

Position Title Administrative Support Assistant
Job Code 01005
Pay Grade B5
FLSA Non-Exempt
Job Description Summary

Provide administrative support to assigned City department, including clerical, receptionist, customer service and financial administration duties. Ensure information is properly disseminated to customers and department staff.

Essential Job Functions

•Act as receptionist for assigned department, answering inquiries over the phone and in-person and directing customers to the proper information.

•Perform clerical tasks such as scheduling meetings, taking minutes, and corresponding with internal and external customers.

•Provide administrative support for the department by processing department paperwork and completing and updating related logs.

•May assist with department budget administration by tracking purchases, service contracts, and reconciling p-card statements.

•Maintain various files; assembles and organizes data for quick and easy retrieval.

Ancillary Job Functions

•Track supplies and make orders for replenishment as well as maintain office cleanliness.

•Check and update office publications and other information as needed to ensure accuracy and clarity.

•May serve as human resources liaison for assigned department.

•Perform other related duties as assigned.

Education and Experience - An equivalent combination of education, training and experience will be considered

•High school diploma or equivalent required.

•Two years of clerical experience.

•Successful completion of City clerical exam and typing test prior to application deadline.

Knowledge, Skills and Abilities which may be representative, but not all-inclusive of those commonly associated with this position

•Knowledge of Microsoft Office programs (Word, Excel, PowerPoint) and basic office equipment/machines.

•Clear verbal communication skills and ability to give and follow written and oral instructions.

•Strong interpersonal skills in order to provide excellent customer service.

•Ability to perform basic math calculations for the purpose of processing payments, reconciling statements, ordering supplies, etc.

•Ability to effectively organize and prioritize work as well as concentrate on multiple tasks simultaneously.

•Ability to work under general supervision and make responsible decisions.

•Ability to use good judgment and think quickly and rationally in difficult or stressful situations.

•Ability to obtain and maintain department specific required licenses/certifications.

Work Environment – Environmental or atmospheric conditions commonly associated with the performance of the functions of this job

•General office conditions. Exposed to moderate noise levels.

Physical Abilities that are commonly associated with the performance of the functions of this job. The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions

•Required to reach and hold on to items at chest level or reach above the shoulder.

•Required to use close vision and be able to focus.

•Regularly required to talk and hear; frequently required to sit, stand and bend at the knee and waist, and walk.

•Must be able to have repetitive wrist, hand and/or finger movement to type and work on computer.

•Must have finger dexterity and hand-eye coordination to work on computer, telephone, and related office equipment.

•Must be able to lift up to 15 pounds.

•Regular attendance is a necessary and essential function.

Supervision Exercised

None.