Administrative Assistant

CITY OF RALSTON

JOB DESCRIPTION

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POSITION TITLE: Administrative Assistant – City Hall, Public Works

REPORTS TO: City Clerk

SUPERVISES: --------

PURPOSE OF POSITION: This is an administrative and clerical position. The incumbent of this position provides administrative support to city hall and the public works department; answers questions, provides information and services, and directs inquiries made by the public, contractors and others doing business with the City; receives payments for city services and records same in ledgers; prepares deposits and records transactions, processes accounts payable and maintains a cash drawer; processes various permits and licenses and keeps records via hard-copy files and computers. Functions are performed under general supervision using initiative and judgement according to prescribed procedures and processes.

ESSENTIAL FUNCTIONS:

Answers phone calls and emails and interacts with the public, contractors and others doing business with the city at the office window; provides information and direction; directs inquiries to the appropriate staff member for action as necessary; schedules appointments.

Serves customers at the office window for permits, license applications and renewals, payments for services and parking tickets; receives payments, makes change, records transactions in computer and hard-copy ledgers; maintains computer and hard-copy files of permits, licenses and other city activities; maintains petty cash drawer. Receives and distributes mail accordingly.

Assists City Clerk with clerical and administrative duties as needed at the direction of the Clerk, including, but not limited to:

Preparation of supporting materials for Council and various Commission meetings; record and transcribes Planning Commission and prepares and distributes minutes and reports; attends meetings in the City Clerk’s absence.

Filing public notices created by the City Clerk regarding Council meetings, public hearings, Commissions, etc. with the official newspaper for publication.

Duties associated with processing paperwork for personnel issues and new hires.

Organizing the Mayor’s Independence Day lunch, assisting with special events as needed.

Assists Finance Director with clerical and administrative duties as needed. including but not limited to: vendor claims for processing; reviews information for accuracy; reconciles information with vendors as necessary; enters payment information into computer; prints checks and mails to vendors; prepares related reports.

Assists the Public Works Department with clerical and administrative duties as needed.

Answers phone calls and emails and interacts with the public, contractors and others doing business with public works; provides information and direction; directs inquiries to the appropriate staff member for action as necessary; schedules appointments.

Preparation of reports for payroll via hard-copy files and computers, workorder’s, council report’s.

Processing invoices, work orders into Asset Essentials

Assists monitoring varies software systems and making work orders.

Assists in the procurement of department and building materials and supplies. Maintains inventories and orders office supplies and materials.

Creates and maintains a variety of hard-copy and computerized files, ledgers and reports; prepares mailings.

Prepares supporting materials for the Ralston Foundation meetings and records, prepares and distributes minutes.

Performs related clerical and administrative duties as directed by the City Clerk or City Administrator.

ESSENTIAL KNOWLEDGE, SKILLS AND ABILITY:

Ability to skillfully use modern office equipment including computers, fax machines, and mail machines.

Ability to use computer software and hard-copy files to accurately enter and maintain a variety of information including accounts payable and receivable.

Ability to perform simple mathematical calculations quickly and accurately.

Ability to read and understand city codes, policies and other materials related to the duties of the position.

Ability to use tact and discretion when interacting with the public, vendors, elected officials and other customers.

Ability to maintain confidentiality when required to perform the duties of the position.

Ability to use independent judgment in the performance of duties.

Ability to plan and organize a personal work schedule, set priorities and meet deadlines.

Ability to understand and follow both oral and written instructions.

Ability to communicate effectively in English, both verbally and in writing.

Ability to establish and maintain effective working relationships with the public, elected officials, and city staff.

ESSENTIAL EDUCATION, CERTIFICATION AND/OR LICENSES:

1. Graduation from high school or GED equivalent, with higher education preferred.

2. Previous experience working in an office environment.

3. The successful candidate will be required to obtain a Nebraska Notary Certification at City expense.

ESSENTIAL PHYSICAL DEMANDS AND TYPICAL WORKING CONDITIONS:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work is generally performed indoors in an office setting and requires routine bending, lifting and carrying office supplies, library books and other materials. The incumbent is required to frequently sit for extended periods of time, talk, and hear. Hand-eye coordination is necessary to operate computers and various other pieces of equipment.

While performing the duties, the incumbent is required to use hands to finger, handle, feel or operate objects, tools or controls and to reach with hands and arms. Vision abilities required include close vision and the ability to adjust focus. The noise level is usually moderate.

Work requires interaction with the general public and may be stressful when dealing with irate citizens and/or meeting deadlines.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• Weekends as needed

Ability to Relocate:

• Ralston, NE 68127: Relocate before starting work (Required)

Work Location: In person