CITY OF ST. IGNACE, MICHIGAN

Position Description

Administrative Assistant

Full-Time

Department: City Manager

Location: City Hall Classification: Salaried Exempt

Immediate Supervisor: City Manager Revision Date: August 2023

This job description does not constitute an employment agreement between the employer and employee. It is subject to change by the employer’s requirements of the job change.

I. GENERAL NATURE OF POSITION. The Administrative Assistant is responsible for a wide variety of general administrative duties, including preparing reports, record keeping, serving as a City liaison on various committees, website administration, coordinates with various organizations, assists with the development and implementation of programs, policies and procedures.

II. SUPERVISION RECEIVED: The work is performed under the direct supervision of the City Manager, performing a broad range of highly complex assignments in support of the daily operations of the City.

III. ESSENTIAL DUTIES AND RESPONSIBILITIES. An employee in this position may be called upon to do any or all of the following essential functions, however these examples do not include all of the duties which the employee may be expected to perform. To perform this job successfully, an individual must be able to perform each essential function satisfactorily.

PRIMARY DUTIES

• Develop and implement operational and administrative programs, as well as City policies and procedures.
• Participate in drafting and implementing City-wide and departmental goals, policies, and procedures.
• Direct the preparation and administration of assigned budget(s); maintain and monitor appropriate budgeting controls; prepare various financial modeling.
• Collect, compile, and analyze complex information from various sources on specialized topics related to assigned programs; prepare reports that present and interpret data, and identify alternatives; make and justify recommendations.
• Serve as City liaison/facilitator with public and private organizations, community groups, and other related organizations.
• Assist or coordinate FOIA procedures.
• Receive and respond to complaints and questions from the general public; review problems and recommend corrective actions; prepare summary reports as required.
• Participate in projects including complex research of new programs and services; budget analysis, preparation, and feasibility analyses; prepare and present reports; participate in various department operations.
• Assist in preparing ordinances and other official documents; prepare and monitor contracts and related proposals; monitor compliance with applicable agreements and contracts.
• Prepare comprehensive technical records and analytical reports pertaining to assigned areas of responsibility, including resolutions and ordinances; conduct research and data collection to support analysis.
• Manages specific projects as assigned by the City Manager.
• Participate in various committees; attend and participate in professional group meetings.
• Assist with City Planning & Zoning operations and projects.
• Coordinate with MEDC on City RRC progress.
• Administer the City's Short-Term Rental (STR) registration program.
• Social media coordinator for City Hall and website administrator.
• Coordinates information technology needs with contractors and City Manager's Office.
• Maintains personnel records.
• Responsible for scheduling meetings and distributing meeting materials.
• Attend all City Council meetings and committee meetings as required.

KNOWLEDGE, SKILLS, AND ABILITIES. All of the following functions, qualifications, and duties are essential. An employee in this class, upon appointment, should have the equivalent of the following:

• Thorough knowledge of the modern principles, practices, and procedures of public administration used in the operations of local government.
• Thorough knowledge of Federal, State, and local laws, codes, policies, procedures, and regulations governing the operations of city government.
• Thorough knowledge of the principles and practices of budget creation and administration.
• Knowledge of research, program analysis, and report preparation processes.
• Knowledge of the principles and practices of Human Resources.
• Administer policies and procedures of the assigned department.
• Ability to plan, organize, and control the delivery of diverse city services.
• Ability to establish, nurture, and maintain positive & satisfactory working relationships with officials, employees, and the general public. Public relations techniques and facilitation skills.
• Principles and procedures of accounting and procurement practices.
• Effective communication skills in English usage, spelling, grammar and punctuation.
• Efficiently prioritize and manage assigned projects, and ability to resolve complex problems within assignments.

C. CONFIDENTIAL DATA. The ability to maintain confidentiality is essential.

V. DESIRED MINIMUM QUALIFICATIONS.

A. Education. High school diploma is required. Studies in Public Administration, Public Policy, Business Administration or related field preferred.

B. Experience. Minimum of two (2) years experience in an office or similar environment preferred.

C. Necessary Skills.

• Vision: Must be able to formulate plans and coordinate daily operations.
• Insight: Must be able to plan from a long-term perspective and consider the various outcomes of those long-term strategies.
• Focus: Must continually look out for the City's best interests and its taxpayers by making sound decisions, seeking appropriate advice, and considering political ramifications and perceptions.
• Commitment: Must demonstrate the ability to lead others to achieve the City of St. Ignace's goals. Must be able to evaluate situations and assess critical factors and develop solutions for mitigating hazards.
• Conflict Resolution: Must deal openly and honestly with issues in a timely manner. Must provide direct, honest feedback and constructive criticism. Must not avoid dealing with conflict within the business and other city departments.
• Skill in the proper and safe operation of all equipment and properties
• Must have the ability to use a Window's based computer and the knowledge and skill to MS Office Suite. Ability to use a tablet or smartphone, either IOS, Andriod, or Windows based units to perform essential functions of the job.

The City of St. Ignace is an equal opportunity employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Job Type: Full-time.

Please submit a resume, cover letter, and at least three references.

Job Type: Full-time

Pay: $39,000.00 - $42,000.00 per year

Benefits:

• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan

Schedule:

• 8 hour shift
• Monday to Friday

Application Question(s):

• Did you attach a cover letter and at least 3 references? Your application will not be considered without them.

Experience:

• Office management: 1 year (Preferred)

Work Location: In person