Administrative Secretary 1 - Finance

ESSENTIAL FUNCTIONS:

• Plan and perform complex administrative office coordination; relieve supervisor of technical, clerical, and administrative duties.
• Create, prepare, process, and track a variety of contracts, correspondence, memos, reports, and other materials; edit and proofread documents for proper grammar and formatting standards. May process high volume of invoices and payments.
• Provide a variety of administrative support to include coordinating mailings, following up with impacted public and other business partners, processing applications and paperwork, and responding to inquiries.
• Maintain information on a variety of databases, systems, displays and websites; provide reports as needed.
• Answer telephones and emails; provide information and assistance to City staff and the public; take messages or refer calls to appropriate staff member, other City department, or public agencies.
• Organize and coordinate office functions, activities, and communications; assure efficient workflow and office operations.
• Maintain complex and comprehensive financial records and files pertaining to departmental expenditures, budget balances, investments, payroll, and operations; prepare status reports, charts, and graphs as requested.
• Prepare a variety of financial and narrative reports, records, and documentation as necessary. Assist in budget projection, preparation, appropriation, and control.
• Assist with the processing of grant applications and maintain records of applications and other program information.

• Operate a variety of business and office machines including, but not limited to, computers, applicable software, copiers, and calculator.
• Assist with development of new and improved systems and procedures because of new policies or directives or routine research and analysis; assist with implementation after securing approval.
• Provide excellent internal and external customer service; greet visitors, ascertain nature of business, and direct visitors to appropriate person.
• Train, schedule, and assign duties to clerical staff if appropriate; may supervise and evaluate the performance of assigned personnel; facilitate the accurate flow of information and work assignments.
• Attend a variety of meetings including staff, board, commission, and committee meetings and prepare meeting minutes as assigned.
• Attend and provide backup coverage as needed at city council meetings.
• May arrange travel schedule and reservations for staff.
• Assist in conducting a variety of studies involving programs, systems, operations, special needs, issues, or activities of an assigned department; research, analyze, and prepare recommendations or conclusions on assigned projects.
• Prepare and coordinate purchase of office supplies, equipment, and other expenditures.
• Provide staff support and administrative assistance to boards, commissions, and committees; prepare reports, agendas, correspondence, meeting minutes, and other materials as appropriate and according to decisions and approved actions.
• Prepare information on a variety of topics for dissemination to the public through the media, presentations, community meetings, and City literature; coordinate efforts with City departments, government agencies, and vendors.
• Participate on a variety of City committees, study groups, and task forces.
• Develop and prepare specifications for departmental projects, contracts, purchases, and equipment; research, prepare, and administer grants.
• Assist with public records requests under the direction of supervisor.
• Contribute to an environment of teamwork and respect.
• Foster a culture of equity and inclusion by recognizing the diverse needs and perspectives of groups and individuals.
• Participate in and help provide cross-training in processes as directed by management to ensure a well-rounded team for coverage purposes.
• Remain current with relevant technological advancements as it relates to field.
• Maintain regular, reliable, and punctual attendance.
• Perform other duties as assigned.

• May be assigned to support City priorities during emergencies.

PHYSICAL DEMANDS:

• Move throughout City facilities and buildings.
• Some positions may require driving to offsite locations to perform essential functions.
• Operate a computer and other office equipment.
• Communicate with City employees and residents.

WORK ENVIRONMENT:

• Work is performed in an office environment.
• Noise level in the office is moderately quiet.
• Work evening and/or weekend hours as needed.
• Night meetings may be required.

Approved reasonable accommodation requests will be made to enable individuals with disabilities to perform the essential functions of the job.