Administrative Assistant - Administration/Civil Service

General Description: Under direction, the Administrative Assistant provides administrative, and operational support for the Civil Service Commission and the Department of Administration. The Administrative Assistant performs a wide range of clerical and general office duties in support of the Department of Administration. The Administrative Assistant performs administrative tasks in support of the Civil Service Commission in the classification of positions and testing of employees and applicants as it pertains to appointments, promotions, removals, transfers, layoffs, suspensions, reductions, and reinstatements of all the classified positions and the maintenance of all records and proceedings relating to the Civil Service Commission in compliance with the Rules and Regulations established by the Commission, the Ohio Revised Code, the Charter of the City of Tallmadge, and the Ohio Constitution.

Essential Functions of the Position:

• Provides administrative and clerical support to the Mayor, Director of Administration, Director of Public Safety, Human Resources Administrator, Information Systems Administrator, and Community Development/Communications Manager (e.g., prepares agendas and schedules meetings; maintains appointment schedules; participates in staff meetings; attends meetings, records decisions and assists with follow up discussions; provides occasional training, guidance, and direction to temporary support staff. completes necessary paperwork for boards/commission appointments; records, transcribes and distributes minutes; prepares purchase orders; answers telephone, takes messages and responds to questions; sorts and processes mail; performs computer data entry assignments; composes memorandums, letters, and correspondence; types from recorded minutes and transcribes minutes; proofreads reports, documents etc.; photocopies and scans materials; maintains office files and various recordings; types correspondence, reports, oath of office, proclamations and other documents; maintains ordinances, resolutions; maintains pending and adopted ledger, etc.)
• Posts and advertises any classified openings within the City; secures any facility, testing agency and equipment necessary to administer entrance and promotional exams; develops, copies, and collates all application packets relating to positions available; dispenses and collects applications; screens all applications according to provisions required; keeps and maintains record of test fees, answers phone, emails, faxes and in-office inquiries relating to civil service testing; keeps records of all proceedings, applications and examinations; prepares, continues and keeps in the office of the Commission a complete roster of all persons in the classified service; maintains a list of job classifications, duties and responsibilities and job descriptions; prepares and posts an eligible list containing the names of persons qualified for appointment to positions in the classified service; maintains employee files for all classified employees; keeps Commission apprised of daily activities and communications related to the Civil Service Commission.
• Transmits a certified list of names for appointment to the appointing authority; maintains on file all records of efficiency and seniority as required; schedules hearings and issue notices on rulings of all appeals relating to reduction, suspension, or removal.
• Attends all meetings of the Civil Service Commission; records, transcribes, types and maintains on file all minutes of meetings; posts notification of any such meetings; notifies members; prepares agenda items; prepares letters, memos, and other written documentation of motions and decisions of the Commission and distributes as appropriate; files with the State of Ohio a yearly report of activities relating to the administration of the Civil Service Commission; carries out any and all other duties as directed by the Chairperson of the Commission and the Administration.
• Obtains and distributes required federal, state, and local labor posters; prepares purchase orders requisitions for test facilities, newspaper advertisements and notifications, Civil Service Laws and Rules Book, and required labor posters; maintains electronic and paper copy files, as appropriate; organizes and preserves records with historical or compliance value, destroying certain documents, and ensuring compliance with federal, state, and local information laws and legislation.
• Prepares and maintains agendas for the Compensation Board Meetings. Notifies members and guests of time and location of meetings. Records, transcribes, types, and maintains on file all Compensation Board meeting minutes. Prepares and keeps on file all memos resulting from decisions made by members and distributed accordingly.
• Performs office administrative duties such as greeting visitors, taking messages, screening, and routing telephone calls, answering routine questions, and providing information. Responds appropriately to sensitive and/or confidential issues and deals effectively with the public, applicants, and employees. Operates a variety of office equipment such as a personal computer with standard and customized business software, printers, photocopiers, fax machines, calculators, and scanners. Composes, prepares, and proofs a variety of office correspondence such as emails, letters, memos, facsimiles, timesheets, sick and vacation leave requests, ordinances, personnel requisitions, and invoices. Files, sorts, and organizes documents and correspondence. Establishes and maintains a variety of manual and computerized file and database systems. Computes and compiles data from various documents for use in records and reports. Sorts, batches, proofs, and reconciles various documents and reports.
• Provides operational support for community, economic development, and other public engagements with citizens, contractors, vendors (e.g., supports set-up, attends engagements, takes notes, writes summaries of meetings, and as necessary, interacts with the general public.) Attends meetings and serves on committees as required; attends various meetings, seminars, and workshops. Meets all job safety requirements and all applicable OSHA safety standards that pertain to essential functions. Demonstrates regular and predictable attendance.
• Performs other duties as assigned.

Job Type: Full-time

Pay: $20.56 - $26.21 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift

Work Location: In person

Salary : $21 - $26