Basic Function

Provide administrative support to the Mayor's office with direct administrative support to the Mayor, Chief of Staff, and Mayor's Special Assistants. This position is required to handle sensitive and confidential communications and documents that pertain to the operation of the Mayor’s office and must be capable of independent judgement. This is a highly visible, professional position that is required to function with a substantial amount of autonomy.

SALARY: 13A
REPORTS TO: Chief of Staff
POSITIONS SUPERVISED: None

Typical Duties

1. Provide administrative support, coordinate office functions and scheduling for the Mayor's office to include typing of correspondence, reports, proclamations, employee recognitions, and other documents. Serve as receptionist for Mayor's office; handle phones and walk-in traffic. Routes correspondence requiring signatures in and out of mayor’s office. Transfer calls to appropriate departments forward complaints/issues to the Chief of Staff when needed.
2. Research and gather data for various projects, draft and type reports, compose general correspondence, and type final documents.
3. Provide daily management of Mayor’s schedule. Maintain calendar and make arrangements for Mayor, Chief of Staff, and Special Assistants to attend conferences, seminars, and meetings, including processing all travel arrangements; schedule and coordinate arrangements for meetings and special events including pick-up and delivery services.
4. Provide administrative support for boards and commissions. Process and review all applications. Create memos for the mayor and notice of appointments to assembly. Track Board and Commission meeting status.
5. Coordinate and manage all marijuana and liquor license applications within the Borough; make recommendation for administrative action. Act as a liaison between State and Borough.
6. Maintain records management system and supply inventory. Serve as departmental records custodian. Maintain all Mayor’s office records in accordance with the Records Retention Policy and Public Records Act.
7. Prepare and process all cash receipts, purchase orders, petty cash, and any other financial transactions for the department.
8. Responsible for with budget preparation, and coordinate budget activity for the department and division. Makes recommendations in establishing budget priorities. Monitor and track budget expenditures; sign off purchase orders for payment; Initiate travel authorizations, fund verifications, budget transfers and other financial documents.
9. Serve as department timekeeper. Provide procurement support with contracts and public purpose grants.
10. Prepare a variety of complex technical communication, draft ordinances and
associated paperwork. Maintain various record, databases and reports. Research and respond to constituents inquiries and questions. Create documentation to ensure consistent and uniform responses occur.
11. Serve as back up Public Information Officer.
12. Assist with special projects as assigned.
13. Work with FNSB staff and outside agencies to submit final electronic grant applications on behalf of the Mayor. Serve as file administrator on electronic grant filings and documents. Track and retain all grant applications and reports routed through the Mayor’s Office. Prepare budget revisions, correspondence, and payment requests for Public Purpose Grants awarded from the Mayor’s Office. Monitor and track Mayor’s Office grant deadlines.

Position Requirements

MINIMUM QUALIFICATIONS:
1. High school diploma (or equivalent) and two years post-secondary education. Two years of responsible administrative experience may be substituted for education. Bachelor’s degree in accounting, public administration, business administration, finance or related field preferred.
2. Five years of progressively responsible professional administrative experience with knowledge of contract management, office management, bookkeeping, budgeting, and procurement.
3. Demonstrated ability to proficiently operate personal computers, data entry, and use of spreadsheet databases. Proficiency with MS Word and Excel required, prefer working knowledge of MS PowerPoint and MS Publisher.
4. PREFERRED: Ability to have and maintain a valid driver’s license and to meet insurance standards and maintain insurability under the Borough’s insurance program. If personal automobile is used for Borough business, proof of insurance at statutory limits must be provided. (A CURRENT COPY OF DRIVING RECORD WILL BE REQUIRED UPON REQUEST)
KNOWLEDGE, SKILLS, AND ABILITIES
1. Demonstrated ability to establish and maintain effective working relationships with the general public, management, coworkers, federal and state officials, contractors, public, and private groups. Ability to deal effectively and courteously with complaints.
2. Must be capable of functioning with minimal direction, use independent judgment, and perform work in an organized and professional manner. Ability to maintain confidentiality.
3. Applicant must have strong communication skills. Demonstrated ability to clearly and concisely prepare formal oral and written communications. Ability to effectively represent the Borough in a professional and effective manner.
4. Ability to work effectively in a high production environment with responsibility for numerous tasks/projects in various stages of completion.
OTHER
1. A PROFICIENCY TEST MAY BE ADMINISTERED TO ALL QUALIFIED CANDIDATES.
2. This position requires a criminal background check.

Additional Information

JOB CONTACTS:
Continuous contact with employees at all levels of the Borough; continuous routine public contact, and frequent contact involving outside organizations/agencies.
JOB RESPONSIBILITY:
Directs workflow of permanent/temporary/seasonal/volunteers; experiences minor problems daily and occasional major ones that must be resolved using own initiative and ingenuity with virtually no immediate supervision; the consequences of error, carelessness or mistaken judgment require significant effort to recover.
WORK ENVIRONMENT:
General office where conditions are pleasant; good, clean conditions where accidents/hazards are negligible; requires short periods of light lifting, pushing or pulling (1-25 lbs.).

Application Procedure:

Apply Online

Individuals interested in applying for this position must submit a completed online application on or before the closing date and time as specified in the Job Posting. Online applications can be located at www.governmentjobs.com/careers/FNSB.

For additional information please call (907) 459-1202 or the Borough Direct Job Line at (907) 459-1206.

The Borough complies with the Americans with Disabilities Act (ADA). If you need an accommodation to participate in the interview/selection process, please be sure to complete this section of the online application.

AN EQUAL OPPORTUNITY EMPLOYER

Job Type: Full-time

Pay: $34.35 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person