Administrative Assistant, Administration

Company: City of Ranson
Location: Ranson
Posted on: November 22, 2021

Job Description:

JOB DESCRIPTION
Class Title: Administrative Assistant Location: Ranson City Hall
Department: Administration Grade/Step Number:
Date: Name:
GENERAL PURPOSE
Provides a variety of routine and clerical, administrative and technical work in the administration of the Office of the City Manager and the Office of the City Clerk
SUPERVISION RECEIVED
The Administrative Assistant works under the immediate supervision of the City Clerk. The Administrative Assistant performs a wide variety of administrative and technical support, and office management functions and public contact duties. Work includes serving as receptionist for the Administration offices and relaying information, scheduling activities; data entry and spreadsheet work; and generation of records or reports. The employee is expected to have a general understanding of the department to respond to standardized or routine questions. Work requires independence and self-initiative in duties and responsibilities and may include providing assistance to other staff as needed.
SUPERVISION EXERCISED
None
ESSENTIAL DUTIES AND RESPONSIBILITIES

• Initiates telephone calls; answers the telephone; screens and directs calls to appropriate personnel; takes and relays messages
• Greets and assists office visitors
• Performs administrative work for the City Manager including but not limited to composing correspondence, scheduling appointments, maintaining calendars and making travel arrangements, including material of a confidential nature
• Prepares, types and proofreads documents
• Compiles documents for and prepares City Council meeting packets and Personnel Committee meeting packets
• Provides administrative support to the City Clerk, including but not limited to, posting notices, distributing City Council packets, assisting with the maintenance of the Records Management & Retention Program
• Processes daily incoming and outgoing departmental mail
• Requests, stocks and issues office supplies for the Administration Departments
• Performs various routine clerical duties as required, including but not limited to entering computer data, copying and filing documents, retrieving files, and sending and receiving email
• Maintains confidentiality of privileged and sensitive information related to the city business and personnel matters
• Inspects documents, forms, records and other materials for accuracy and completeness. Organizes and maintains a variety of files and records
• Performs Notary Public duties as requested
• Attends training, meetings, seminars and/or workshops to enhance job knowledge and skills
• Refers to policy and procedure manuals, codes/laws/regulations, publications and reference texts
• Uses a variety of office equipment and materials such as telephone system, shredder, computer workstation, copier, printer and audio-visual equipment
• Operates a variety of computer software such as Microsoft Office et al
• Interacts and communicates with various groups and individuals such as the City Manager, City Clerk, Directors, City Attorney, co-workers, Mayor, Council Members and other City employees
• Performs other duties as assigned PERIPHERAL DUTIES
  Ability to establish and maintain effective working relationships with the general public, co-workers, elected and appointed officials and members of diverse cultural and linguistic backgrounds regardless of race, religion, age, sex, disability or political affiliation
  DESIRED MINIMUM QUALIFICATIONS
  Education and Experience:
  • Associates Degree in Business Administration, Administrative Assistant or a related degree
  • Minimum of five (5) years of experience in office administrative support; or,
  • Any equivalent combination of experience, training and/or education that provide the required knowledge, skills and abilities of the position is also acceptable. Necessary knowledge, Skills and Abilities:
    • Must be physically able to operate a variety of office machines including computers, copier, printer etc. Must be able to exert light physical effort in light work, which may involve lifting, carrying, pushing and/or pulling of objects or materials up to ten pounds. Tasks may require extended periods of sedentary work and occasional periods of standing or walking
    • Requires the ability to speak and/or signal people to convey or exchange information. Includes receiving instructions, assignments, and/or directions from supervisor
    • Requires the ability to read a variety of correspondence, reports, forms, etc.
    • Requires the ability to prepare a variety of correspondence, reports, forms, etc., using proper formats and conforming to all rules of punctuation and grammar.
    • Requires the ability to speak to people with poise, voice control and confidence and articulate information to others
    • Requires the ability to apply common sense understanding to carry out instructions furnished in written or oral form; to comprehend and interpret received information; to deal with problems involving several concrete variables in or from standardized situations; and to comprehend and implement basic use of office equipment
    • Requires the ability to follow oral and written instructions. Must be able to communicate effectively and efficiently in Standard English
    • Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with persons acting under stress.
    • Ability to enter data with accuracy and speed
    • Ability to compile information based on general instructions.
    • Ability to plan and supervise the placement of records, reports, and files into a proper sequence SPECIAL REQUIREMENTS
      Valid State Driver's License
      PHYSICAL DEMANDS
      The physical demands 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 ENVIRONMENT
      The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
      PERFORMANCE INDICATORS
      Knowledge of Job: Has knowledge of the methods, policies and procedures of the City pertaining to specific duties of the Administrative Assistant. Is knowledgeable in the laws, ordinances, standards and regulations pertaining to the specific duties and responsibilities of the position. Has the ability to comprehend, interpret and apply regulators, procedures and related information. Has knowledge of modern office practices and procedures. Is able to type and enter computer data with speed and accuracy. Is skilled in applying a responsible attention to detail as necessary in preparing reports and records. Is able to read and interpret various administrative materials pertaining to the responsibilities of the job. Is able to maintain records with accuracy and confidentiality. Has skill in the use of computers for data processing, word processing and records management. Knows how to operate and maintain a variety of office equipment as necessary in the performance of daily activities. Has the ability to offer assistance to co-workers and employees of other departments as required. Has the ability to use independent judgment as needed in performing routine tasks. Has knowledge of the terminology used within the department. Knows how to maintain effective relationships with co-workers, personnel of other departments, professionals and members of the public through contact and cooperation. Knows how to react calmly and quickly in emergency situations. Is able to perform duties effectively despite frequent interruptions. Has the ability to plan, organize and prioritize daily assignments and work activities. Has good organizational, technical and human relations skills. Has the ability to learn and utilize new skills and information to improve job performance and efficiency.
      Quality of Work: Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interacts within department and division, and with co-workers and the general public.
      Quantity of Work: Maintains effective and efficient output of all duties and responsibilities as described under essential duties and responsibilities.
      Dependability: Assumes responsibility for doing assigned work and meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, City policy, standards and prescribed procedures. Accepts accountability for meeting assigned responsibilities in the technical, human and conceptual areas.
      Attendance: Attends work regularly and adheres to City policies and procedures regarding absences. Provides adequate notice to higher management with respect to vacation time and time-off requests.
      Initiative and Enthusiasm: Maintains an enthusiastic, self-reliant and self-starting approach to meet job responsibilities and accountability. Strives to anticipate work to be done and initiates proper and acceptable direction for completion of work with a minimum of supervision and instruction.
      Judgment: Exercises analytical judgment in areas of responsibility..... click apply for full job details

Keywords: City of Ranson, Germantown , Administrative Assistant, Administration, Administration, Clerical , Ranson, Maryland