Administrative Assistant - Central Services
GovernmentJobs.com, Sandpoint, ID, United States
Job Title
Administrative Assistant
Job Summary
The primary function of an employee in this class is to perform routine administrative functions, provide support for the Central Services Department including Human Resources; City Clerk; Grants, Contract, & Procurement; and IT. An individual in this class provides customer service and frontline support to the public, visitors, and other interested parties, and provides back-up and fill-in coverage for other frontline administrative roles. The full salary range for the position is as listed - $23.80 - $32.50 The general hiring range for the role is $23.80 - $26.60
Examples Of Duties
This list is ILLUSTRATIVE only and is not a comprehensive listing of all functions and duties performed by the incumbent of this class. Duties may include, but are not limited to the following:
Provide direct administrative/clerical support to the Central Services Director, monitoring the Director's calendar, coordinating meetings and events, and making travel arrangements;
Provide general support to members of the Central Services Department;
Act as frontline point of contact for the Central Services Department delivering superior internal and external customer service; communicating with the public, employees, and other individuals to answer questions disseminate or explain information; and establishing and maintaining effective internal and external relationships.
Prepare department purchase orders and process invoices for approval by members of Central Services;
Inventory, order, and maintain general office supplies and minor office equipment for City departments, coordinating with Grants, Contracts & Procurement as needed;
Maintain the City's central equipment inventory;
Assist with the development, implementation, and management of the workorder system in the City's ERP.
Initiate preventative and responsive work orders.
Assist with temporary/seasonal new hire and rehire onboarding to include personnel form intake, reviewing forms for completion, coordinating with supervisors and payroll staff, and timely data entry;
Coordinate and/or assist with employee events and training sessions to include arranging for food and drink, room setup, attendance records, etc;
Provide backup support for the front desk customer service team, including lunch breaks and absences; coverage includes greeting visitors or callers and handling their inquiries or directing them appropriately for their needs and providing information about, and assistance with, City services.
Prepare, compose, process, and proofread a variety of documents, including general correspondence, from rough draft or verbal instruction;
Review files, records, and other documents to obtain information to respond to requests;
Compile, copy, sort, and file records of office activities, business transactions, and other activities; and
Assist with compiling and organizing records for projects and requests;
Other Duties and Responsibilities
May clerk public meetings for committees and commissions for the department including operating audio/video and electronic meeting platforms, and drafting meeting minutes.
Attends training classes and workshops.
Performs other related duties as assigned.
Core Competencies
KNOWLEDGE, SKILLS, AND ABILITIES:
Knowledge of:
Municipal government organization, duties, and responsibilities.
Administrative and clerical procedures and systems such as word processing, managing files and records, meeting transcription, designing forms, and other office procedures and terminology.
Modern office practices and equipment.
Public and community relations methods, procedures, and objectives.
Customer service policies and techniques.
Planning and organizational skills.
Effective record keeping, documentation, and reporting methods.
Computer and software applications for spreadsheets, word processing and web-based programs.
Skills:
Active Listening Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
Speaking Talking to others to convey information effectively.
Reading Comprehension Understanding written sentences and paragraphs in work related documents.
Writing Communicating effectively in writing as appropriate for the needs of the audience.
Service Orientation Actively looking for ways to help people.
Time Management Managing one's own time and the time of others.
Critical Thinking Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
Judgment and Decision Making Considering the relative costs and benefits of potential actions to choose the most appropriate one.
Abilities:
Be a team player, with the overall goal of best serving the Citizens of Sandpoint and maximizing taxpayer resources.
Organize, schedule, administer, and coordinate a variety needs and tasks.
Prepare and deliver oral and written reports.
Demonstrate effective customer service and interpersonal skills.
Read, write, speak and comprehend the English language.
Follow written and oral instruction.
Evaluate and analyze customer needs to provide exceptional customer service.
Learn department functions thoroughly to provide general information and explain detailed department processes and procedures.
Prepare and maintain records, documents, financial accounts, and related reports.
Operate standard office equipment and a personal computer including program applications appropriate to assigned duties.
Establish and maintain effective working relationships with co-workers, other City employees, supervisors and managers, other city divisions, the City Council, vendors, the general public, and other interested and affected parties.
Perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines.
Perform time management, organizational, and scheduling functions, meet deadlines, and set task priorities.
Perform multiple tasks simultaneously, including handling interruptions, and return to and complete tasks in a timely manner.
Use logical and creative thought processes to develop reasonable solutions according to written specifications and/or oral instructions.
Work independently, with minimal supervision, and make appropriate decisions in the absence of a supervisor.
Work well under pressure and maintain a calm and professional demeanor, under stressful or adversarial conditions.
Demonstrate patience, integrity, ingenuity, and inventiveness in the performance of assigned tasks.
Physical Demands:
Sufficient clarity of speech and hearing or other communication capabilities, with or without reasonable accommodation, which permits the employee to discern verbal instructions and to communicate effectively in person and on a telephone.
Sufficient visual acuity, with or without reasonable accommodation, which permits the employee to comprehend written work instructions, prepare reports, spreadsheets, and other materials required.
Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate a personal computer and related software.
Sufficient personal mobility, flexibility, and balance, with or without reasonable accommodation, which permits the employee to operate and provide routine maintenance on office equipment.
Related job tasks may require, with or without reasonable accommodation, lifting or moving up to lifting 25 pounds occasionally, and stooping, bending, crouching, and reaching.
Working Conditions:
Work is performed in a normal office environment with little exposure to outdoor temperatures, dirt, and dust.
The incumbent's typical working conditions are moderately quiet with little exposure to excessive noise.
May be required to work some evenings.
Acceptable Training And Experience
Education and Experience:
Associate Degree (preferred);
High school diploma or equivalent (required); and
Two years' administrative support or related experience, preferably in a municipal government agency; or
An equivalent combination of education, training and experience which provides the knowledge and abilities necessary to perform the work of an Administrative Assistant may also be qualifying.
Proficient with Microsoft Office applications including Word, Excel, Outlook, and PowerPoint
Licenses and Certifications
Administrative Assistant
Job Summary
The primary function of an employee in this class is to perform routine administrative functions, provide support for the Central Services Department including Human Resources; City Clerk; Grants, Contract, & Procurement; and IT. An individual in this class provides customer service and frontline support to the public, visitors, and other interested parties, and provides back-up and fill-in coverage for other frontline administrative roles. The full salary range for the position is as listed - $23.80 - $32.50 The general hiring range for the role is $23.80 - $26.60
Examples Of Duties
This list is ILLUSTRATIVE only and is not a comprehensive listing of all functions and duties performed by the incumbent of this class. Duties may include, but are not limited to the following:
Provide direct administrative/clerical support to the Central Services Director, monitoring the Director's calendar, coordinating meetings and events, and making travel arrangements;
Provide general support to members of the Central Services Department;
Act as frontline point of contact for the Central Services Department delivering superior internal and external customer service; communicating with the public, employees, and other individuals to answer questions disseminate or explain information; and establishing and maintaining effective internal and external relationships.
Prepare department purchase orders and process invoices for approval by members of Central Services;
Inventory, order, and maintain general office supplies and minor office equipment for City departments, coordinating with Grants, Contracts & Procurement as needed;
Maintain the City's central equipment inventory;
Assist with the development, implementation, and management of the workorder system in the City's ERP.
Initiate preventative and responsive work orders.
Assist with temporary/seasonal new hire and rehire onboarding to include personnel form intake, reviewing forms for completion, coordinating with supervisors and payroll staff, and timely data entry;
Coordinate and/or assist with employee events and training sessions to include arranging for food and drink, room setup, attendance records, etc;
Provide backup support for the front desk customer service team, including lunch breaks and absences; coverage includes greeting visitors or callers and handling their inquiries or directing them appropriately for their needs and providing information about, and assistance with, City services.
Prepare, compose, process, and proofread a variety of documents, including general correspondence, from rough draft or verbal instruction;
Review files, records, and other documents to obtain information to respond to requests;
Compile, copy, sort, and file records of office activities, business transactions, and other activities; and
Assist with compiling and organizing records for projects and requests;
Other Duties and Responsibilities
May clerk public meetings for committees and commissions for the department including operating audio/video and electronic meeting platforms, and drafting meeting minutes.
Attends training classes and workshops.
Performs other related duties as assigned.
Core Competencies
KNOWLEDGE, SKILLS, AND ABILITIES:
Knowledge of:
Municipal government organization, duties, and responsibilities.
Administrative and clerical procedures and systems such as word processing, managing files and records, meeting transcription, designing forms, and other office procedures and terminology.
Modern office practices and equipment.
Public and community relations methods, procedures, and objectives.
Customer service policies and techniques.
Planning and organizational skills.
Effective record keeping, documentation, and reporting methods.
Computer and software applications for spreadsheets, word processing and web-based programs.
Skills:
Active Listening Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
Speaking Talking to others to convey information effectively.
Reading Comprehension Understanding written sentences and paragraphs in work related documents.
Writing Communicating effectively in writing as appropriate for the needs of the audience.
Service Orientation Actively looking for ways to help people.
Time Management Managing one's own time and the time of others.
Critical Thinking Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
Judgment and Decision Making Considering the relative costs and benefits of potential actions to choose the most appropriate one.
Abilities:
Be a team player, with the overall goal of best serving the Citizens of Sandpoint and maximizing taxpayer resources.
Organize, schedule, administer, and coordinate a variety needs and tasks.
Prepare and deliver oral and written reports.
Demonstrate effective customer service and interpersonal skills.
Read, write, speak and comprehend the English language.
Follow written and oral instruction.
Evaluate and analyze customer needs to provide exceptional customer service.
Learn department functions thoroughly to provide general information and explain detailed department processes and procedures.
Prepare and maintain records, documents, financial accounts, and related reports.
Operate standard office equipment and a personal computer including program applications appropriate to assigned duties.
Establish and maintain effective working relationships with co-workers, other City employees, supervisors and managers, other city divisions, the City Council, vendors, the general public, and other interested and affected parties.
Perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines.
Perform time management, organizational, and scheduling functions, meet deadlines, and set task priorities.
Perform multiple tasks simultaneously, including handling interruptions, and return to and complete tasks in a timely manner.
Use logical and creative thought processes to develop reasonable solutions according to written specifications and/or oral instructions.
Work independently, with minimal supervision, and make appropriate decisions in the absence of a supervisor.
Work well under pressure and maintain a calm and professional demeanor, under stressful or adversarial conditions.
Demonstrate patience, integrity, ingenuity, and inventiveness in the performance of assigned tasks.
Physical Demands:
Sufficient clarity of speech and hearing or other communication capabilities, with or without reasonable accommodation, which permits the employee to discern verbal instructions and to communicate effectively in person and on a telephone.
Sufficient visual acuity, with or without reasonable accommodation, which permits the employee to comprehend written work instructions, prepare reports, spreadsheets, and other materials required.
Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate a personal computer and related software.
Sufficient personal mobility, flexibility, and balance, with or without reasonable accommodation, which permits the employee to operate and provide routine maintenance on office equipment.
Related job tasks may require, with or without reasonable accommodation, lifting or moving up to lifting 25 pounds occasionally, and stooping, bending, crouching, and reaching.
Working Conditions:
Work is performed in a normal office environment with little exposure to outdoor temperatures, dirt, and dust.
The incumbent's typical working conditions are moderately quiet with little exposure to excessive noise.
May be required to work some evenings.
Acceptable Training And Experience
Education and Experience:
Associate Degree (preferred);
High school diploma or equivalent (required); and
Two years' administrative support or related experience, preferably in a municipal government agency; or
An equivalent combination of education, training and experience which provides the knowledge and abilities necessary to perform the work of an Administrative Assistant may also be qualifying.
Proficient with Microsoft Office applications including Word, Excel, Outlook, and PowerPoint
Licenses and Certifications