Part-Time Administrative Assistant

Summary

Performs a wide variety of difficult clerical and secretarial duties.

Essential Functions

• Compose and type letters, reports, and memos from rough drafts, verbal instructions, or notes; utilize a variety of computer software to produce documents which may include or incorporate text, tables, and graphics;
• Take and transcribe minutes from various meetings;
• Greet visitors by phone and in person and ascertain nature of business, provide assistance or referral, and explain policies and procedures;
• Schedule appointments and maintain a calender;
• Open, review, and route mail according to contents;
• Arrange conferences and meetings by compiling agendas and support materials, distributing materials, and set-up meeting room and refreshments;
• Make travel arrangements and reservations;
• Maintain department files and records; compile information from records and prepare reports;
• Prepare vouchers to pay department expenses, maintain office supplies, maintain a cash fund;
• Prepare and maintain personnel records including personnel action forms and timesheets, prepare and submit records required for payroll processing, review payroll records for accuracy and compliance with policies, input time records for biweekly payroll;
• Review and proofread correspondence, memos, and reports to ensure accuracy and correctness;
• Perform related duties as required.
  
  

Qualifications

Completion of a high school diploma or the equivalent with an additional three to six years of increasingly responsible secretarial experience; or any combination of relevant education and experience which provides the following:

Knowledge and Abilities

Knowledge Of

• Office practices and procedures;
• The organization, function, and policies of the department; general knowledge of municipal government organization and services;
• Personnel and financial recordkeeping;
• Computer principles and procedures;
• Proper public contact and telephone etiquette.
  
  

Abiltiy to:

• Spell and use correct grammar;
• Prioritize and schedule work to meet deadlines;
• Trancribe material from a dictaphone system;
• Communicate effectively with others;
• Work independently in the absence of specific instructions;
• Prepare accurate payroll and financial records;
• Perform computer/word processing functions
  
  

Physical Requirements

• Frequently stand and walk during the shift;
• Frequently stand and walk;
• Frequently pull or push objects;
• Occasionally flex upper trunk forward at the waist and partially at the knees;
• Occasionally lift and carry up to 10 pounds;
• Occasionally rotate upper trunk to the left or right while sitting or standing;
• Place arms above. at. or below shoulder height.
  
  

Part-time employees who have at least six (6) months continuous employment may be paid for all holidays except the Veterans Day floating holiday. Part-time employees are not eligible for the Veteran’s Day floating holiday because City offices are not closed on that day. The number of hours granted these employees as holiday pay is based on the average number of hours normally worked in a day.

The City designates the eleven (11) following dates as holidays to be observed with pay:

New Year’s Day – January 1

Martin Luther King Day – Third Monday in January

Good Friday – Friday before Easter

Memorial Day – Last Monday in May

Independence Day – July 4

Labor Day – First Monday of September

Veterans Day – November 11 (Floating Holiday)

Thanksgiving Day – Fourth Thursday in November

Friday after Thanksgiving (Fourth Friday in November)

Christmas Eve – December 24

Christmas Day – December 25

01

Have you completed a high school diploma or the equivalent?

02

Do you have three to six years of increasingly responsible secretarial experience?

• Required Question