Administrative Assistant II

The work below is representative of the scope of work performed within this job classification. Individual job duties will vary based on work assignment or location.

*Customer Service and Administrative Support

• Greet and direct internal and external customers in a welcoming, respectful, and professional manner.
• Answer incoming telephone calls and electronic communications to resolve customer needs and/or direct customers to appropriate teammates as necessary.
• Provide support to agency leadership for written and verbal correspondence and/or communication.  Take, transcribe, and/or distribute meeting meetings as needed.
• Assist with drafting, preparing, and proofing Request for Council Action (RCA) forms as requested in the Peak Agenda Management System.
• Schedule a wide variety of meetings, seminars, training sessions, and other agency events; maintain calendar activities.
• Provide support for open houses, public presentations, department events or initiatives as necessary.
• Prepare materials, meeting agendas, legal notices, and minutes for Board and Commissions.
• Assist in the development of notices, flyers, brochures, and other information materials about planning and zoning. 
• Maintain inventory of office supplies and forms; order supplies and forms as authorized. 
• Process, sort, and file correspondence, documents, or other materials in accordance with established procedures.
• Maintain and update department files in a timely manner including indexing and archiving of plans, project files and folders.
• Compile information and prepare special reports as requested.
• Create projects and/or assist in maintaining specialized computer programs/systems unique to the department of assignment.
• Process incoming and outgoing departmental mail and outgoing and internal mail delivery to City Hall when required or requested. 

*Perform cost recovery and accounting functions

• Serve as Payroll Liaison; assist teammates with timecard preparations in the Kronos timekeeping system, respond to teammate questions, and work with Finance and Human Resources teammates on system requirements. 
• Receive and code invoices; enter payment vouchers into City's automated accounting system, obtain authorization and submit to the Finance Department for payment processing.
• Manage agency cash receipts, input balances into accounting system, prepare bank deposit forms, and track funding to proper accounts.
• Receipt accounts receivable payments. 
• Prepare invoices for accounts payable.
• Track invoices for City projects and development-related charges due to the City from developers, contractors, and individual property owners.
• Prepare Purchase Orders as necessary and verify account codes and processes.
• Assist in preparing various reports (financial, statistical, or operational) on a monthly, quarterly, and yearly bases or as requested. 

*Provide support to Administration

• Maintain equipment asset inventory and preventative maintenance schedule.
• Enter and update work orders in data management system.
• Process complaints/concerns from the public for City Administration.

Perform other duties as assigned or necessary.

*Essential FunctionsEducation and Experience
An Associate's degree from an accredited program in business, accounting, administrative support or closely related field AND two (2) years of full-time employment experience performing administrative office and accounting duties.
OR
A high school diploma AND five (5) years of full-time employment experience

OR
An equivalent combination of education to successfully perform the essential duties of the job may be substituted for the required amount of experience.

If this work interests you but you are unsure if you meet all the job requirements listed above, please apply anyway! Your experience is likely more applicable to the role than you think, and the City is interested in candidates who can bring not only technical expertise but a variety of lived experience to the team.  

POSITION  COMPETENCIES
Customer Focus: Building strong customer relationships and delivering customer-centric solutions. 
Interpersonal Savvy: Relating openly and comfortably with diverse groups of people. 
Demonstrates Self-Awareness: Using a combination of feedback and reflection to gain productive insight into personal strengths and weaknesses.
Optimizes Work Processes: Knowing the most effective and efficient processes to get things done, with a focus on continuous improvement.PHYSICAL AND ENVIRONMENTAL CRITERIA
In compliance with the Americans with Disabilities Act, the following represents the physical and environmental demands for this position. The employee must be able to perform the essential functions with or without accommodation.
 
In consideration of the overall amount of physical effort required to perform this position, the work is best described as Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
 
Physical demands that may be required continuously (2/3 or more of the time), frequently (1/3 to 2/3 of the time), and occasionally (up to 1/3 of the time) are noted below:
 
 Continuous demands: Sitting, Fine dexterity
 Frequent demands: Walking, Standing, Lifting, Handling, Reaching, Carrying
 Occasional demands: Pushing/Pulling, Kneeling, Crouching, Bending
 
Sensory requirements necessary in the performance of the essential functions of this position include: sight, hearing, touch.
 
Environmental conditions that may exist in the performance of the essential functions of this job include: NONE (not substantially exposed to environmental conditions)

Salary : $28 - $36