Administrative Assistant

The administrative assistant will provide administrative support to the City Manager and Leadership Team.

ESSENTIAL FUNCTIONS

• Perform a full range of general administrative and clerical functions for the City Manager, including preparation of Council meeting documents, developing/posting/distributing agendas, meeting packets, and minutes, following up on Council actions, and assisting the Manager with communications to Department Heads and staff.
• Coordinate annual Council meeting schedule with recording secretaries, Town Meeting TV, and maintain annual calendar, including holiday accommodations.
• Prepare and proof correspondence, memorandums, reports, manuals, brochures, policies, and procedures. Regularly compose routine correspondence for signature by the Manager or department heads.
• Maintain and distribute contact list of boards, commissions, and committees, assist Department Heads with onboarding new members, and manage stipends with Department Heads.
• Perform key office reception functions, answering phones and greeting visitors: screen calls and visitors to determine the nature of request or problem; refer to the appropriate staff member or other City office; take messages; make appointments; take standard information for administrative or other purposes; distribute a variety of written information; answer a wide range of questions about department/City policies, procedures, fees, schedules, events, services, programs; assist with completion of forms. Place calls as requested.
• Organize and maintain various general and administrative files and records, hard copy and electronic, including all bid files, contracts, agreements, leases, policies, procedures, and ordinances.
• Assist in resolving any administrative problems related to the function of the office. Proactively monitor Lincoln Hall operations and facilities and manage various issues that may arise. Communicate with the Interim Building Coordinator on any issues.
• Serve as the coordinator for IT services, phone services, postage meters, and copier services.
• General website maintenance includes posting agendas, minutes, and documents to the website and updating the meeting and community events calendar.
• Order and maintain an inventory of office supplies and equipment.
• Process all invoices for City Manager projects and the Administration office.
• Research minutes and files for the information the City Manager and Leadership Team requested.
• Assist on special projects as needed.

Secondary

• Screen, sort, and distribute incoming mail.
• Provide backup to the Clerk's office and Community Development Department when needed, including but not limited to answering phones, greeting visitors, accepting tax, utility, and zoning payments, and providing receipts.
• Provide backup to the HR Director for employment opportunity advertisements, arrange interviews for prospective employees with respective department heads, prepare offer letters, set up pre-employment physicals, distribute paperwork needed for payroll and follow through until employees are in place.

QUALIFICATIONS

• Excellent typing, spelling, proofreading, filing, reception, and other general office skills.
• Good basic reading, writing, and math skills.
• Proficiency in advanced computer knowledge and skills essential to technology, including Microsoft Office (including Word, Excel, and PowerPoint), social media platforms, and content management systems.
• Proficiency in standard office equipment.
• Strong organizational skills with the ability to multi-task and pay attention to detail.
• Excellent written and verbal communication skills.
• Excellent time management skills and ability to prioritize work.
• Self-starter with strong research and problem-solving skills.
• Ability to work cooperatively with other City personnel and to deal courteously and effectively with various individuals, including City officials and staff, residents, and representatives of outside organizations.
• Ability to use discretion in handling confidential information.

PAY/WAGES

The pay range is between $20.42 and $27.77 based on experience.

BENEFITS (THIS NOT NOT AN ESHCUTIVE LIST)

• 3 weeks of paid vacation to start
• 14 paid holidays
• 18 sick days per year
• 24 hours of personal time per year
• Retirement benefits include VMERS C, and the ability to contribute to a 457 or ROTH
• Generous health insurance benefit in which the City pays 97% of the premium for medical and 100% employer paid for dental and vision
• PSLF Program
• Short-term disability and life insurance
• $350 Wellness Benefit

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