Administrative Assistant

Position: Administrative Assistant

Department: Administration

Report to: City Clerk

FSLA: Fulltime Non-Exempt

The fundamental reason this classification exists is to provide paraprofessional staff support in one or more fields of administration. Some positions issue instructions on behalf of a supervisor and exercise direct supervision over a small number of employees. Work involves independent decision making on problems encountered within a defined activity area. The employee plans and organizes the workflow utilizing departmental rules, regulations, and procedures. Work is performed under the general direction of the City Clerk and City Manager.

Essential Functions

• Reviews documents for completeness and accuracy.
• Answer and direct phone calls, emails, and other correspondence.
• Schedule and coordinate meetings and travel arrangements.
• Prepare and maintain office documents and reports.
• Assist in maintaining office supplies and equipment.
• Handle general office duties, including typing, filing, copying, and scanning.
• Assist with special projects as needed.
• Interprets and makes decisions in accordance with laws, regulations, and policies.
• Responds to complaints or requests for service in person, by telephone, and in writing in accordance with established departmental policies and regulations.
• Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service.
• Learns the basic functions of the Deputy City Clerk position as needed.
• Perform other essential or marginal functions as assigned.

Required Knowledge, Skills and Abilities

Knowledge of:

• Principles and practices of office management.
• Department goals, objectives, policies, and procedures.
• Proficiency in MS Office (Word, Excel, PowerPoint) and other office software.
• Strong organizational and time-management skills.

Ability to:

• Communicate orally with customers, clients, and the public using a telephone, in a face-to-face, one-to-one setting, and in a group setting in the English language.
• Ability to work independently and in a team environment.
• Professional attitude and appearance.
• Ability to handle sensitive information with confidentiality.
• Produce written documents with clearly organized thoughts using proper sentence construction, punctuation, and grammar.
• Work under pressure (i.e., handling significant problems and tasks which come up simultaneously and/or unexpectedly and approaching deadlines).
• Operate keyboard devices such as calculators, PC, and CRT.
• Exercise independent initiative and judgment.
• Work cooperatively with other employees and the public.

Work Environment

• City Hall office work schedule Monday-Thursday 7:30 AM – 5:30 PM with 1 hour break. Fridays 7:30 AM – 11:30 AM with an alternating Friday off, work permitting.

• Sitting for extended period of time
• Exposed to computer screens
• Light lifting of office supplies

Requirements

• Position requires the use of City vehicles on City business. Individuals must be physically capable of operating the vehicles safely, possess a valid driver's license and maintain an acceptable driving record.
• This position is subject to the City of Liberal’s Drug and Alcohol Testing Policy which includes one or more of the following: pre-employment testing, post-accident testing, reasonable suspicion testing, and follow-up testing.
• Ability to successfully pass a background check and any other pre-employment screenings.

Education and Experience

• An Associates degree and four years of experience performing clerical duties. Other combinations of experience and education that meet the minimum requirements may be substituted.