ADMINISTRATIVE ASSISTANT
DEFINITION
Requirements: Prefer working knowledge of Windows, Microsoft Word, and Excel software programs. Requires excellent math, cash handling, attention to detail, and interpersonal skills for dealing with employees and the public. Ability to work under pressure, with many interruptions, meet deadlines and work independently. Pass background check and chemical drug screen.
Preference: Knowledge of utility billing software.
Utility Clerk- initiate necessary action regarding utility bills, payments, service problems, disconnects, reconnects, and collections, cashier and keep records of cash receipts, make deposits, balance receipts;
Assistant - assist the City Administrator/Recorder, the Bookkeeper and Public Works in the activities of the City, type letters, memoranda and other materials from drafts, dictation and other sources, prepare documents, files and statistical reports for state and other agencies, and maintain a master file of appointments and roster;
Receptionist - meet the public, answer and transfer telephone calls for all departments, give information, issue permits and licenses, receive inquiries / complaints and refer to appropriate parties; and as required.
SUPERVISION RECEIVED & EXERCISED:
Receives direction from the City Administrator/Recorder. Supervision is not normally a responsibility of positions in this classification.
QUALIFICATIONS:
Knowledge of:
*Modern office methods, procedures and equipment, including office software.
*Organization, procedures, and operating details of the City office.
*Appropriate cash handling and balancing procedures;
*Records management, and retention practices.
*Correct English usage, spelling, grammar, and punctuation.
*Council, commissions, and boards, regulations, policies and procedures.
Ability to:
*Properly record and document transactions in legible form;
*Work under pressure, meet deadlines, and deal effectively with frequent interruptions;
*Establish and maintain positive / cooperative working relationships with other employees and the public.
*Understand, organize, index and reference a wide variety of administration information and records.
*Learn and interpret laws and rules.
*Understand and carry out oral and written directions.
*Type and transcribe documents.
ESSENTIAL JOB FUNCTIONS / ADA:
1. Ability to operate computer, calculator, telephone, U/B handheld, typewriter, fax machine, cash register, and copy machine.
2. Ability to understand and respond to the public’s and staffs requests for assistance both in person and over the phone.
3. Ability to have a pleasant but firm telephone and citizen contact presence;
4. Ability to understand and implement the principles, policies, and methods used in government, finance, budgeting, and banking;
5. Ability to prepare narrative reports, perform mathematical calculations and sort/file documents.
6. Ability to sit for up to two hours at a time.
7. Ability to lift up to 15 pounds.
8. Ability to climb a footstool or ladder for the purposes of retrieving records out of storage.
9. Ability to get from one location to another in the course of doing business.
10. Ability to prepare and clean up light refreshments.
EXPERIENCE, EDUCATION AND/OR TRAINING:
Any combination of experience, education or training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Experience: Two years of increasingly responsible office and secretarial experience including records management and appropriate cash handling and balancing. Experience with Springbrook Utility Software is highly desirable.
Education: Completion of the twelfth grade or GED supplemented by additional college level secretarial/office management training courses.
PRE-EMPLOYMENT REQUIREMENTS:
Pre-employment drug screen, bondable; educational and experience verification; demonstrated ability to perform essential functions.