Administrative & Media Assistant Job at City of Lennox in Lennox

Job Description

Job Description

General Description : The Administrative & Media Assistant is a support position aiding both the City Administrator and the Finance Officer. Support is also given to all City Departments and Council Members in assisting with various tasks such as purchasing, basic secretarial work such as filing, copying, correspondence, telephone follow-up, etc. The Administrative Assistant should be a team player with a willing and helpful attitude that is flexible and able to adapt. The individual should also possess organizational skills to prioritize and accomplish multiple responsibilities with frequent interruption. Reports to the City Administrator.

Essential Functions : (Essential functions, as defined under the American with Disabilities Act, may include the following tasks, knowledge, skills and other characteristics. This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by incumbents of this class.)

• Answer face-to-face and telephone inquiries requiring detailed knowledge of municipal polices, ordinances, billing contracts and regulations.
• Open, sort, and read incoming correspondence including confidential materials; call attention to important or high-priority items and compose or answer correspondence as authorized.
• Compile and complete date for administrative and public reports, bulletins and other documents and records.
• Schedule appointments; arrange conference and meetings, if needed.
• Type forms, statistical records, personnel records and other confidential and non-production materials unique to the municipality.
• Assist in establishing and reviewing methods and systems for the maintenance, handling, and distribution of departmental information and records, including information and records of confidential nature.
• Maintain city website with current information and update as needed
• Receipts income and makes deposits in city bank accounts.
• Process building permit applications, pet licenses, new resident applications, citizen complaints and other inquires from the public.
• Perform other such duties and functions as are necessary or incidental to the proper performance of this position and as assigned by the City Administrator and Finance Officer.
• Cross-trained with primary duties of Assistant Finance Officer position
• Responsible for updating and keeping current all City forms, applications, and letterhead
• Design, proof, and edit content for City’s social media platforms, website, and mobile app for all official communications in all departments
• Manage all marketing content
• Improve & monitor social media engagement performance
• Schedule & plan a variety of City events
• Provide administrative support for the Lennox Citizens Academy

Working Conditions : Work is primarily performed in a normal office setting. Hand-eye coordination is necessary to operate computers and various pieces of office equipment, occasional lifting up to 20 pounds. While performing the duties of the job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to move throughout the office; use hands to finger, handle, feel or operate objects, tools or controls; and reach with hands and arms. Specific visions abilities required by this job include close vision and the ability to adjust focus. Requires some travel to business meetings and conferences. Must be able to operate normal office equipment, review work products, file and retrieve files.

Knowledge, Skills and Abilities :

Effective oral and written communication skills.

Knowledge of the practices of municipal government.

Knowledge of office practices, procedures, and office machines and equipment necessary for the proper performance of the department.

Ability to maintain administrative fiscal and general records.

Ability to establish and maintain effective working relationships.

Ability to maintain confidentiality and integrity of the office and department.

Ability to organize, plan, and prioritize work.

First Aid Certification required

Minimum Qualifications : Graduation from high school or GED certification with a minimum of two years municipal, clerical and / or administrative work; or any such combination of education, experience and training as may be acceptable.

hc155699