City of Carmel - Admin Assistant I (Street Dept.)

The City of Carmel is a forward-thinking leader in city government, dedicated to delivering innovative solutions and exceptional service. Our employees are passionate about what they do, and we continuously strive to improve the quality of life for our citizens. Join us and be a part of an organization that values your contributions and fosters professional growth.

Essential Job Functions:

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

• Provides administrative support to management and staff.
• Assists with department’s administrative operations, including bookkeeping, budget maintenance, payroll preparation, personnel record keeping and coordination of activities within the department.
• Answers telephone calls and greets visitors; responds to routine questions, complaints and requests for service; provides information and assistance related to department functions, activities, fees, procedures and forms; initiates problem resolution for more complex issues.
• Processes payroll for the department; verifies and records data from time sheets; updates attendance and paid leave records; forwards appropriate documents to payroll department for paycheck generation.
• Assists employees with questions regarding personnel and employment issues.
• Processes purchase orders, claim vouchers and budget transfers; reviews invoices; maintains vendor files, purchasing records, contracts and agreements.
• Assists in preparation and administration of department’s annual budget; records and monitors expenditures and revenues; reconciles budget reports to department records.
• Maintains inventory levels of department equipment and supplies; initiates quotes or orders for new or replacement materials.
• Generates various manual or computerized activity, financial and statistical reports; submits reports to appropriate individuals or agencies.
• Maintains Department files and filing systems.

Non-essential Job Functions:

• Performs other related duties as required.

Knowledge, Skills & Abilities Required to Perform Essential Job Functions:

• Knowledge of government budgeting, accounting, purchasing, personnel and operating policies and procedures.
• Ability to compile, review, evaluate, prioritize, record, and tabulate data.
• Ability to utilize a variety of reference and descriptive data and information.
• Ability to organize and direct work of self and others, and to apply principles of persuasion and influence over others in a leadership capacity.
• Ability to manage or coordinate multiple tasks or activities simultaneously.
• Ability to exercise discretion in identifying and selecting from alternative courses of action.
• Ability to provide guidance, assistance and interpretation to others regarding the application of procedures and standards to specific situations.
• Ability to communicate effectively; includes ability to speak and write clearly and to interact with others to exchange information and resolve problems.
• Ability to maintain confidentiality of highly sensitive data.
• Ability to perform addition, subtraction, multiplication and division, and to calculate decimals and percentages.
• Ability to operate a personal computer, utilizing word processing, spreadsheet, database management, paging, camera control, mapping, permitting and other software applications as may be necessary to perform essential job functions.
• Ability to utilize a variety of equipment and associated with administrative functions, such as a copier, printer, fax machine and shredder.
• Ability to exert light physical effort, which may involve the lifting, carrying, pushing and/or pulling of objects and materials weighing 5-10 pounds.
• Ability to work extended periods of time at a keyboard or workstation.
• Essential functions are regularly performed without exposure to adverse environmental conditions.

Qualifications Required to Perform Essential Job Functions:

• High school diploma or GED, supplemented by college level course work or vocational training in bookkeeping and personal computer operations.
• Three (3) to five (5) years experience that includes progressive responsibility in office work, budget preparation, basic bookkeeping and personal computer operations.
• Or any equivalent combination of education, training and experience that provides the requisite knowledge, skills and abilities for this position.

The City of Carmel, Indiana, is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodation to qualified individuals with disabilities.