City Manager Office Assistant

Responsibilities

include, but are not limited to the following, as other duties may be assigned :

• Assists with organizing and expediting the flow of work through the Office of the City Manager.
• Inputs a wide variety of data into an assigned computer system; establishes and maintains automated files and records; creates queries and generates various computerized lists and reports; assures timely distribution and receipt of various records and reports; assures accuracy of input and output of data.
• Receives, screens, and routes telephone calls; greets and assists visitors; refers callers or visitors to appropriate departments and / or staff members; takes and relays messages; responds to requests, complaints, and questions from officials, staff, and the public; receives, sorts and routes incoming correspondence; reviews and determines the priority of incoming mail.
• Coordinates and schedules various appointments and meetings; maintains and coordinates the calendars for the City Manager and Deputy City Managers.
• Prepares City Manager Reports and related information according to established Charter provisions, policies, and procedures; assists with City Manager staff meeting preparation as assigned.
• Communicates with various personnel, including City departments’ office managers, supervisors, division managers and Directors, and outside agencies to exchange information, coordinate activities and resolve issues and / or concerns.
• Composes correspondence independently on a variety of matters including those of a confidential nature; prepares, formats, edits, proofreads, and revises written materials prepared by CMO Executive Team and materials that have been presented for action and / or approval.
• May prepare and submit purchase orders and work orders as assigned; may assist with petty cash reconciliation; may assist with preparing budget reports as assigned. May make travel arrangements as assigned; may prepare and assure proper completion of reimbursement and mileage forms as assigned.
• Attends a variety of meetings as assigned; prepares related notices, and agendas as assigned.
• Operates and maintains a variety of office equipment including a copier, fax machine, document time stamp, computer, and assigned software; arranges for equipment repairs as needed.

Minimum Qualifications Associates Degree in Business Administration or closely related field AND 2 years of administrative and / or clerical experience including experience with Microsoft Office products. OR High School Diploma or G.E.D. AND 5 years of administrative and / or clerical experience with the City including experience with Microsoft Office products. Degree must be from a college or university that is accredited by the U.S. Department of Education through the North Central Association of Colleges and Universities or equivalent region. License Requirements Must have a valid driver's license at time of appointment and maintain as a condition of employment.

Salary : $53,352 - $61,069