Administrative Assistant II

ABOUT US

The City of Rapid City Mayor’s Office is seeking a dedicated Administrative Assistant II to support the daily operations of the office. The Mayor’s Office oversees general government administration, including budgeting, policy development, and executive leadership. Rapid City operates under an Aldermanic Form of Municipal Government, with the Mayor serving as the Chief Executive Officer and primary representative of the executive branch. The Common Council, consisting of the Mayor and ten Council members—two from each of the city’s five wards—works collaboratively to guide the city's growth and governance.
 
Please visit the Mayor & City Council website for more information.

The City of Rapid City offers fantastic benefits including employer-paid health insurance premiums, 6% employer-matching retirement, life insurance benefits, short-term disability, and generous vacation and sick leave.ABOUT OUR JOB

The Administrative Assistant II is responsible for administrative and front-line customer support for internal and external customers, which includes City of Rapid City employees, public officials, and the general public.  Work assignments may vary depending on the needs of the Department the incumbent supports and duties as assigned.

Essential Duties and Responsibilities:

• Provides front-line customer service by answering phones, greeting public visitors, and directing callers and visitors to the appropriate individuals.
• Prepares, posts, and distributes notices, publications, and various types of electronic or hard copy correspondence.  May include, but is not limited to website maintenance, agendas, records, transcriptions of minutes, policies, procedures, reports, resolutions, ordinances, public service announcements, advertisements, specifications, and statistical data. 
• Prepares and maintains electronic and hard files.
• Assists in tracking critical information for the department. This may include, but is not limited to vouchers, contracts, permits, invoices, grant agreements, certifications, payments, time sheets, and various City programs. 
• Utilizes time and task management tools such as databases, software programs, and workflow processes.
• Orders equipment and supplies, prepares and processes purchase orders, and arranges for equipment maintenance and repair as necessary.
• Assists in maintaining calendar of events, and coordinating various types of meetings, conferences, or special events.  Schedules other appointments as needed by the department. 
• Assists with travel arrangements, runs errands as needed, and attends meetings (possibly outside of normal business hours). 
• Interacts regularly with department leadership and their designees to gather information, update procedures, and make recommendations for improvement of services and resolutions to routine problems. 
• Coordinates activities performed within the department, including office management, implementation of procedures, records management, and accounting functions.
• Resolves routine problems, concerns, and complaints expressed by the general public. 
• Reviews, processes, and tracks critical information for the department. This may include, but is not limited to, vouchers, contracts, permits, billing, invoices, grants, certifications, payments, bonds, remittances, and various City programs. 
• May serve as support and staff liaison to committees and or task forces.
• Assists with any other administrative requests and special projects deemed necessary by the department. Serves as backup for other administrative positions within the Department.
• Maintains high-level confidentiality and uses discretion at all times.

ABOUT YOU

We are looking for a highly organized and self-motivated professional who communicates clearly and effectively and has excellent interpersonal skills. Essential skills include proficiency in data input and the Microsoft Office Suite, proven customer service experience, and a meticulous attention to detail. The successful candidate will be adept at taking direction from various stakeholders and will demonstrate a strong willingness to learn and thrive in a dynamic environment.

Our ideal candidate will have: 

•  Associate degree or equivalent from a two-year college or technical school with a minimum of three years of directly related administrative support experience in a professional office environment; or
• High School Diploma or General Education Degree (GED) with a minimum of five years of directly related administrative support experience in a professional office environment; or
• A combination of education and experience deemed acceptable to the hiring authority.

If you are organized, detail-oriented, and passionate about serving your community, we encourage you to apply and be part of a team dedicated to integrity and excellence in public service.

Salary : $51,300 - $61,300