What are the responsibilities and job description for the Administrative Assistant position at City of Bloomington, IN?
Description
The City of Bloomington has an exciting job opportunity as an Administrative Assistant. We invite diverse talent to join our team and help advance our mission focusing on economic vitality, attainable housing, public safety, progress partnerships, inclusion, open government, sustainability, transportation, and quality of place. Come join us and be part of shaping the vibrant future of Bloomington, Indiana.
The City is currently in the process of implementing a new salary structure. Depending on the progress of this implementation, the salary offered to the selected candidate may be higher than the amount currently posted. However, the candidate will not be offered a salary lower than the posted amount for this position.
Duties
This job description is illustrative only and is not a comprehensive listing of all job functions performed. The following are essential duties for this position, performed with or without a reasonable accommodation:
Answers telephone and greets office visitors, generally serving as gatekeeper to the department. Appropriately responds to questions or concerns.
Drafts documents and correspondence, as required.
Serves as Secretary to Boards attending meetings and taking minutes; types, copies, and distributes correspondence, reports, agenda, and minutes to members; and appropriately files completed documents on an as needed basis.
Monitors and audits public notices for boards and commissions on the City’s calendar and on the public notice kiosk.
Receives and properly distributes public records requests, communicates with other departments, and works with the public records attorney.
Assists attorneys with compliance tasks including, but not limited to: prevailing wage, equal opportunity and title VI requirements, and conflict of interest forms.
Assists attorneys with scheduling appointments, conference and transportation reservations, reviewing documents, delivering legal documents to Court, and coordinating departmental activities.
Assists attorneys and other staff with printing, scanning, shredding, and filing, as needed.
Assists department with digitizing, storing, organizing, and retaining legal documents, including City contracts.
Serves as backup to Paralegal and Risk administrative assistant.
Runs errands, including distributing posters and brochures, picking up printing and office supplies, and receiving mail.
Job Requirements
Minimum experience equivalent to one year in legal office or three years clerical experience, preferred.
Knowledge of legal terminology and procedures. Knowledge of pleadings, ordinances, hearings, and other court proceedings.
Knowledge and experience with Microsoft Office, Google Drive, email, and database management software.
Ability to obtain a Notary Public License within six months of being hired.
Difficulty of Work and Personal Work Relationship
Difficulty of Work
Incumbent performs duties in a modern office environment with routine hours and no unusual physical demands. Incumbent is required to maintain confidentiality of department information. Incumbent observes routine hours and occasional overtime or evening meetings as needed.
Personal Work Relationships
Maintains frequent contact with direct supervisor, other department staff, members of commissions, contractors working on City projects, and the general public for a variety of purposes, including receiving daily assignments, assuring the proper accomplishments of duties and departmental services, and explanation of department policies and procedures.
An Equal Opportunity Employer, La Egualdad De Oportunidades De Empleo Es La Ley. The City of Bloomington does not discriminate on the basis of race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
The City of Bloomington validates authorization to work using E-Verify, which provides the Social Security Administration and the Department of Homeland Security with information from each new employee’s I-9 form to confirm work authorization.