Administrative Assistant

Description

FLSA: Exempt

Purpose of Classification:

The purpose of this classification is to provide administrative support to the City Administrator and Finance Director, Human Resource Director, Main Street Manager, and the Mayor. Performs such activities as typing correspondence, reports, and other materials, answering phones, and providing information to citizens. Reports to the City Administrator.

Essential Functions:

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Types all correspondence, reports and materials as assigned by the Administrator: drafts letters or memos as assigned; establishes and maintains files for Administrator that includes inter-office memos, outgoing and incoming correspondence and information, material sent to City Council, various project information; keeps up with calendars, including meetings or appointments that have been scheduled; and updates all manuals as directed by the Administrator, Finance Director and Human Resources Director.

Performs receptionist duties: answers phone calls for Human Resources Director and Mayor; directs callers for other departments.

Maintains the schedule for conference room and court room use as needed.

Types all correspondence for the Mayor; establishes and maintains files for outgoing and incoming information.

Greets the public in person and by telephone: answers inquiries or directs to appropriate staff person; screens calls; takes messages and communicates messages to others; and maintains professional decorum appropriate for administrative offices.

Assists Human Resources Director and Finance Director in various duties such as typing reports, memos, forms, and

other projects as assigned.

Types reports and memos for City Council packages for regular and specials Council meetings and council workshops.

Types and sets up forms for Annual Budget Manual; types updated revisions in City’s Human Resource Handbook

annually for distribution to employees; and makes manuals for various departments as assigned.

Serves as Administrative Assistant for the Safety Committee, taking, preparing and typing minutes in report form.

Aids the Municipal Clerk in preparing for Municipal Court such as drawing of jury lists, sending out notices to jurors,

setting up court room and acting as back-up clerk if needed.

Assist in coordinating recruitment activities such as job postings, career fairs, candidate screening, scheduling

interviews, and communicating with candidates

Maintain recruitment records and applicant tracking system in Paylocity

Support onboarding for new hires

Manage employee records and HR databases, ensuring accuracy and confidentiality

Handle routine HR inquiries and provide information to employees regarding policies, procedures, and benefits

Provide support in the day-to-day administration of employee benefits programs and projects including health

insurance, wellness, workers compensation, FMLA, and other fringe benefits

Support initiatives to foster employee morale and engagement, including organizing events, gatherings, and

recognition programs

Assist in ensuring compliance with labor regulations and company policies

Prepare HR-related reports and documentation as needed

Provide general administrative support to the HR Director such as preparing correspondence, and maintaining

supplies

Provides administrative support and operational support to the Main Street Manager and the Main Street Junction

event center. Assists with scheduling tours, giving tours, preparing rental agreements, contracts, and related

documentation. Assists with event preparation, including scheduling facility set-up and clean up. Assists with

securing the closings of the Main Street Junction (typically after hours).

Operates and utilizes various office machines and equipment including a computer, printer, calculator, fax machine, copier, telephone, postage machine, etc.

Additional Functions:

Performs other related duties as required.

Requirements

Minimum Qualifications:

High school Diploma or GED required, with vocational or technical training in business, administrative services, or a

related field; supplemented by three years of experience in providing clerical or administrative support; or any

equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

Specific Knowledge, Skills, or Abilities: Must be able to demonstrate proficiency in performance of the essential functions and learn, comprehend, and apply all City or departmental policies, practices, and procedures necessary to function effectively in the position.

Performance Aptitudes:

Data Utilization: Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising

discretion in determining data classification, and in referencing such analysis to established standards for the purpose

of recognizing actual or probable interactive effects and relationships.

Human Interaction: Requires the ability to work with and apply principles of persuasion and/or influence over others to coordinate programs or activities of a project, and resolve typical problems associated with the responsibilities of the job.

Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.

Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.

Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; the ability

to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.

Functional Reasoning: Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.

Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving

evaluation of information against measurable or verifiable criteria.

ADA Compliance:

Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station.

Sensory Requirements: Some tasks require the ability to perceive and discriminate sounds, and visual cues or signals. Some tasks require the ability to communicate orally.

Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.

The City of Union is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.