What are the responsibilities and job description for the Administrative Specialist position at City of Ketchum?
The Administrative Services Specialist is responsible for executing and handling all administrative duties, functions, and projects as designated by the City Clerk and Business Manager.
The Administrative Services Specialist will provide support in the areas of records retention, surplus of City assets, City meetings (e.g., City Council, Ketchum Urban Renewal Agency), City procurement, elections, support of internal City operations, and special projects. Close coordination with the City Clerk, the Administrative team, other City Departments, to orchestrate day-to-day City business and address and solve Ketchum citizen requests.
The Administrative Services Specialist will provide support in the areas of records retention, surplus of City assets, City meetings (e.g., City Council, Ketchum Urban Renewal Agency), City procurement, elections, support of internal City operations, and special projects. Close coordination with the City Clerk, the Administrative team, other City Departments, to orchestrate day-to-day City business and address and solve Ketchum citizen requests.
Essential Functions
- Works with the City Clerk to manage the public meeting process for the City Council and other City boards and commissions, including creation of meeting agendas, announcements, and packets;
- Coordinates with the City Clerk the set-up and administration of meeting rooms and related information technology for public meetings;
- Organizes and assists in maintaining and distributing all official records of the City in both paper and electronic forms;
- Organizes and assists in the management of all official documents of the City (retention and destruction) including resolutions, ordinances, and contracts, etc.;
- Assists and promotes with the City Clerk the administration and organization of key City functions;
- Performs under the direction of the City Clerk certain elections functions as prescribed by Idaho Code and Ketchum Municipal Code;
- Aids City Clerk in management of City asset and lead risk management functions;
- Communicates with and backs other staff in management and in-take of public comment and visitors through the front desk of City Hall and electronically, greets the public and provides online assistance for walk-ins, answers calls at the front desk and directs to appropriate parties;
- Supports Business Manager with existing procurement/contract management process and future process improvements;
- Supports Business Manager with tasks and assignments related to Community Service Officers Oversees Community Service Officers who serve to enforce both parking and non-emergency city code;
- Organizes and backs process to manage existing vehicles/major equipment and future replacement needs;
- Collaborates and organizes with Business Manager for all risk management/insurance activities in coordination with Idaho Counties Risk Management Program (ICRMP);
- Contributes and works closely with City Clerk and Business Manager on citywide efforts to identify and implement business process optimization opportunities;
- Aids with strategic miscellaneous financial and human resource projects;
- Communicates, facilitates, and coordinates with the Business Manager on the development of City intranet;
- Receives cross training to back up other team members when on vacation;
- Performs other duties as assigned. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this position at any time.
