Administrative Associate

This is a⠀moderately⠀complex⠀position⠀involving⠀independent⠀performance⠀of duties⠀and is⠀responsible⠀for⠀important⠀administrative⠀support⠀work⠀within its⠀assigned⠀department/division.⠀Responsibilities⠀include⠀receiving⠀incoming⠀calls,⠀assisting⠀leadership⠀and⠀management⠀within⠀assigned⠀department/division,⠀greeting⠀individuals⠀that enter⠀the⠀facility,⠀creating⠀correspondence,⠀and⠀responding⠀to⠀residents⠀or⠀customers.⠀Additional⠀responsibilities⠀may differ⠀based on⠀the⠀assigned⠀area.

ESSENTIAL⠀JOB⠀FUNCTIONS

The⠀following⠀essential⠀functions⠀represent⠀the⠀primary⠀duties of⠀this⠀position⠀but should⠀not be⠀considered⠀an⠀all-inclusive⠀list of⠀responsibilities.⠀Other⠀duties may⠀be⠀required⠀and⠀assigned.

• Assists⠀the⠀department⠀with⠀correspondence⠀and⠀routine⠀office⠀functions⠀as⠀required.
• Receives⠀and⠀screens⠀telephone⠀calls and⠀office⠀visitors⠀and⠀provides⠀general⠀information.⠀Dispatches⠀calls to⠀the⠀appropriate⠀staff.⠀Receives⠀and sends⠀incoming⠀fax⠀documents⠀to⠀appropriate⠀staff⠀and/or⠀departments.
• Maintain⠀files,⠀records,⠀and⠀related⠀data in a⠀neat and⠀organized⠀manner.
• Attends⠀meetings⠀and is⠀responsible⠀for taking⠀minutes of⠀the⠀presentations⠀and⠀discussions.⠀Completes⠀system⠀uploads of⠀staff⠀reports⠀for City⠀Council⠀meetings.
• Respond⠀promptly⠀to citizen⠀inquiries,⠀questions,⠀suggestions,⠀complaints⠀and⠀records⠀requests.
• Completes,⠀scans, and⠀assigns⠀restoration⠀work⠀orders or⠀departmental⠀assignments.
• Prepares⠀work⠀orders for⠀various⠀departments⠀based on⠀phone⠀calls⠀received⠀or orders⠀needed, as⠀well as⠀pulling⠀work⠀orders for⠀Risk⠀Management⠀for claims⠀as⠀needed.
• Report⠀any⠀accidents⠀or⠀incidents⠀to Risk⠀Management.
• Re-stocks⠀copy⠀machines⠀and upkeep⠀of⠀toner.
• Prepares⠀and⠀processes⠀purchasing⠀requisitions⠀for⠀mileage⠀and other⠀invoices⠀as⠀requested.
• Prepares,⠀updates,⠀and tracks⠀contracts⠀on⠀spreadsheets⠀and⠀communicates⠀renewals⠀prior to⠀expiration⠀dates.
• Work⠀closely⠀with the⠀other⠀departments⠀and⠀provide⠀information⠀as⠀needed.
• Maintains⠀spreadsheets⠀and⠀creates⠀requisitions⠀for⠀supplies,⠀vehicles,⠀and⠀equipment.⠀Places⠀orders for⠀supplies.
• Main⠀point of⠀contact⠀for⠀purchasing⠀supplies⠀through⠀the Amazon⠀business⠀account.
• Responsible⠀for office⠀duties⠀requiring⠀independent⠀analysis,⠀exercises⠀of⠀judgment⠀and⠀possesses⠀a detailed⠀knowledge⠀of⠀department⠀policies⠀and⠀procedures.
• Point⠀of contact⠀for the⠀special⠀departmental⠀programs⠀and⠀maintains⠀information⠀including⠀work order⠀scheduling⠀and data⠀entry.
• Uses⠀computers⠀and⠀communication⠀equipment,⠀(ie,⠀radio,⠀telephone)⠀computers,⠀copy⠀machine,⠀multi-line⠀phone⠀system,⠀fax⠀machine,⠀photo,⠀radios,⠀video and⠀audio⠀hardware,⠀various⠀hand tools⠀and⠀various⠀motor⠀vehicles.
• Receives⠀and routes⠀incoming⠀mail,⠀prepares⠀letters,⠀printed⠀matter and⠀other⠀materials⠀for⠀mailing⠀and⠀distribution.⠀Delivers,⠀receives,⠀and⠀distributes⠀interoffice⠀mail⠀received⠀from City⠀Hall.
• Designs⠀and⠀implements⠀office⠀forms as⠀required.
• Updates⠀schedules⠀and⠀distributes⠀on a⠀weekly⠀basis,⠀i.e.⠀on-call or⠀standby⠀schedule.
• Posts⠀new job⠀listings⠀with⠀expiration⠀included⠀for⠀tracking⠀of most⠀current⠀listings.
• Remains⠀courteous⠀to the⠀public at⠀all times⠀and gives⠀directions⠀to the⠀location⠀of the⠀different⠀departments⠀and/or⠀divisions.
• Processes⠀change⠀orders and⠀budget⠀transfers.⠀Tracks and⠀updates⠀budget⠀tracking⠀system.⠀Oversees⠀tracking⠀of⠀invoices,⠀purchases⠀orders,⠀and items⠀purchased.
• Greets⠀customers⠀and⠀vendors⠀and⠀assists⠀with⠀inquiries⠀and⠀provides⠀necessary⠀information.
• Creates⠀Standard⠀Operating⠀Procedures⠀(SOPs),⠀office⠀manuals,⠀reports,⠀flyers,⠀etc.
• Performs⠀any other⠀duties or⠀tasks that⠀may be⠀assigned.

ADDITIONAL ESSENTIAL FUNCTIONS

Public Services - Utility Administration

• Enter and⠀locate⠀work order⠀tickets,⠀as well as⠀processing⠀hydrant⠀meter⠀rentals⠀and⠀necessary⠀paperwork⠀for⠀customers.
• Maintains⠀consumer⠀website,⠀SeeClickFix,⠀for⠀completion⠀of work⠀orders⠀requested⠀and⠀routing⠀completed⠀to⠀appropriate⠀managerial⠀staff.
• Work⠀closely⠀with the⠀Fleet⠀Division⠀and⠀Finance⠀Department⠀to⠀maintain⠀the E-Pass⠀tracking⠀spreadsheet⠀and create⠀requisitions⠀when⠀replenishment⠀is⠀required⠀by Public⠀Service⠀vehicles.
• Point⠀of contact⠀for the⠀Adopt-A-Road⠀program⠀and⠀maintains⠀information⠀including⠀work order⠀scheduling⠀and data⠀entry.
• Completes⠀FEMA data⠀entry.
• Update⠀radio and⠀streets⠀listing⠀when new⠀hires⠀begin⠀employment⠀or⠀development⠀are added⠀to⠀Community⠀Development.
• Submits⠀staff⠀reports⠀into⠀current⠀software⠀for City⠀Council⠀meetings.
• Monitor⠀Budget⠀Tracking⠀System and⠀process⠀E-Statements.

KNOWLEDGE, SKILLS & ABILITIES

• Knowledge⠀of⠀administrative⠀work⠀required⠀for⠀assigned⠀area.
• Ability⠀to take⠀initiative⠀and⠀exercise⠀appropriate⠀judgement.
• Knowledge⠀of⠀departmental⠀practices,⠀policies,⠀City Code⠀of⠀Ordinance⠀and the⠀organization.
• Considerable⠀knowledge⠀of office⠀practices⠀and⠀procedures,⠀business⠀English,⠀spelling,⠀punctuation,⠀and⠀arithmetic.
• Ability⠀to learn⠀and follow⠀City and⠀departmental⠀policies⠀and⠀procedures.
• Ability⠀to⠀recognize⠀errors in⠀spelling,⠀grammar,⠀and/or⠀punctuation⠀and⠀correct.
• General⠀knowledge⠀of⠀standard⠀formats⠀for⠀letters,⠀memoranda,⠀and⠀reports⠀and⠀ability to⠀type⠀and/or use⠀dictating⠀equipment.
• Knowledge⠀of⠀computer⠀and⠀software⠀systems.
• Ability⠀to⠀multitask⠀and⠀exercises⠀time⠀management.⠀Ability to⠀demonstrate⠀strong⠀organizational⠀skills.
• Ability⠀to work⠀with a⠀minimal⠀amount of⠀supervision⠀using⠀judgment⠀and⠀initiative⠀to⠀accomplish⠀work⠀responsibilities⠀and⠀duties.⠀Ability to⠀communicate⠀clearly⠀and⠀concisely,⠀orally and⠀in⠀writing.
• Ability⠀to⠀maintain⠀files and⠀related⠀records.⠀Ability to⠀perform⠀varied⠀clerical⠀and⠀related⠀relations⠀rapidly⠀and⠀accurately.
• Ability⠀to obtain⠀any⠀information⠀needed for⠀accomplishing⠀a required⠀task or⠀for⠀answering⠀city⠀employees'⠀or⠀citizens'⠀requests.
• Knowledge⠀of⠀purchase⠀orders,⠀check⠀requisitions,⠀and⠀processing⠀checks.
• Knowledge⠀and skill⠀to work⠀with all⠀office⠀equipment,⠀such as⠀copiers,⠀computers,⠀fax⠀machines,⠀and⠀phones.
• Skilled⠀with⠀computers⠀and word⠀processing,⠀and able⠀to learn⠀all facets⠀of⠀available⠀computer⠀software⠀as may be⠀utilized⠀in the⠀department⠀for⠀maximum⠀utilization.
• Ability⠀to⠀interact⠀with the⠀general⠀public in⠀tense and⠀sometimes⠀difficult⠀situations.
• Knowledge⠀of Code of⠀Ordinance⠀and other⠀City⠀policies⠀(i.e.⠀Purchasing,⠀Safety).
• Ability⠀to⠀establish⠀and⠀maintain⠀effective⠀and⠀amiable⠀relationships⠀with⠀leadership,⠀supervisors,⠀residents,⠀customers,⠀employees,⠀other⠀departments⠀and⠀agencies.
• Knowledge⠀of the⠀streets⠀and⠀addresses⠀in the⠀City.