ADMINISTRATIVE ASSISTANT (NON-UNION)

Location: Rapid City, SD

Job Summary: This position provides administrative support to The Office of the Mayor. Responsibilities vary based on departmental needs and are influenced by incoming phone calls, emails, and walk-up inquiries. These positions require the ability to maintain a high degree of confidentiality and must be flexible with changing priorities and assignments.

Essential Duties and Responsibilities – Administrative Assistant I:

• Performs front-line administrative support duties.
• Provides customer service by answering phones, greeting visitors, and directing inquiries to appropriate personnel.
• Prepares, distributes, and maintains a wide range of communications and records, including website updates, agendas, minutes, policies, procedures, reports, resolutions, ordinances, public service announcements, advertisements, specifications, and statistical data.
• Assists in tracking critical information such as vouchers, contracts, permits, invoices, grant agreements, certifications, payments, timesheets and program records.
• Utilizes various tools to manage tasks, schedules, and departmental processes.
• Orders equipment and supplies, processes purchase orders, and coordinates maintenance and repairs as needed.
• May serve as payroll timekeeper for a designated work group, division, or department.
• Assists in maintaining calendars, coordinating logistics for meetings, conferences, and special events, and arranging travel as needed.
• Handles highly sensitive information with discretion, maintaining confidentiality at all times.
Assists with other requests and projects as assigned, including providing backup coverage for other administrative positions.

Essential Duties and Responsibilities – Administrative Assistant II:

• Performs all duties of Administrative Assistant I, with added responsibility for departmental coordination and leadership support.
• Collaborates with department leadership to gather information, update procedures, and recommend service improvements.
• Coordinates departmental activities, including office operations, records management, procedures implementation, and basic accounting tasks.
• Resolves routine public concerns with professionalism and timeliness.
• Processes personnel documentation, including payroll and timekeeping records, grievances, vacation and overtime records, and injury reports.
• Reviews and processes departmental data, such as vouchers, contracts, permits, billing, invoices, grants, certifications, payments, bonds, remittances, and program documentation.
Serves as administrative support and liaison to committees, task forces, and special projects, and provides backup coverage for other administrative positions.

Essential Duties and Responsibilities – Administrative Coordinator:

• Performs all duties of Administrative Assistant I and II.
• Provides advanced administrative support to leadership, including data analysis, procedure evaluation, and preparation of detailed reports and recommendations.
• Independently oversees administrative operations, including staffing coordination, distribution of assignments, bookkeeping, and monthly accounting processes.
• Resolves more complex public concerns, applying sound judgment and a thorough understanding of departmental policies.
• Serves as a resource for administrative processes and procedures. May mentor other administrative staff.
• Reviews and interprets critical departmental data, identifies trends, and provides insights and updates with leadership.
• Assists in budget development and preparation of other fiscal and financial data and records.
• Leads or coordinates special projects as assigned.
Maintains strict confidentiality and exercises a high degree of discretion in all aspects of work.

Qualifications – Administrative Assistant I:

• High school diploma or equivalent required.
• One year of administrative support experience preferred.
• Knowledge of general office procedures and ability to manage multiple administrative tasks with accuracy and composure.
• Proficiency in Microsoft Office and other commonly used business software, including web-based systems
Strong customer service, interpersonal, time management, and organizational skills.

Qualifications – Administrative Assistant II:

• Must meet all Admin I requirements. In addition:
• Two years of administrative support experience required.
Associate’s degree in business management or related field preferred.

Qualifications – Administrative Coordinator:

• Must meet all Admin I and II requirements. In addition:
• Four years of administrative support experience required.
Bachelor’s degree in business management or related field preferred.

Work Environment:

• This position is primarily performed in a standard office environment and involves a variety of physical activities typical of administrative work. Employees must be able to sit for extended periods while working at a computer or handling phone calls. Occasional standing and walking are required to retrieve documents, attend meetings, or assist walk-up customers. The role involves frequent reaching, bending, and handling of office supplies and equipment, including opening file drawers and accessing overhead storage. Employees should be able to lift and carry items such as boxes of documents or office supplies, typically weighing up to 25 pounds.
• Manual dexterity is essential for tasks such as typing, writing, filing, and operating standard office machines. Adequate vision and hearing are necessary to read printed and digital materials and to communicate effectively in person and over the phone.
• The position also requires mobility within and between office spaces, and may occasionally involve off-site travel or extended hours to support meetings or official proceedings. In some cases, employees may be expected to set up and break down meeting spaces, including moving chairs, tables, and presentation equipment.