Senior Administrative Assistant

We are seeking a highly organized and dependable professional who enjoys supporting a team and keeping things running smoothly. 

The ideal candidate is detail-oriented, proactive, and able to manage multiple priorities with accuracy and efficiency. 

The best candidate will have strong communication, Excel, budgeting, and proofreading skills, along with a positive attitude and a commitment to excellent service.

• Data Management: Organizes and maintains division spreadsheets and databases, using data for research and management reports.
• Customer Interaction: Addresses inquiries, coordinates with vendors, contractors, and other agencies.
• Budget Management: Prepares budget worksheets, tracks division accounts, monitors assets, processes purchase orders, and coordinates the procurement of supplies.
• Document Preparation: Composes, edits, and processes various documents including reports, correspondence, and legal statements.
• Data Collection: Prepares surveys, conducts studies, and recommends actions based on findings.
• Payroll and Filing: Manages time and attendance records, maintains files, and verifies adjustments.
• Contract Administration: Oversees contract payments, manages invoices, petty cash, and prepares reconciliation forms.
• Committee Support: Acts as liaison to commissions, prepares agendas, takes minutes, researches items, and represents the division in meetings.
• Compliance: Ensures adherence to safety rules and regulations.
• Other Duties: Performs additional tasks as assigned.

Do you possess the following skills that will make you an invaluable member of our team? 

Knowledge of:

• Administrative best practices like goal setting, time management, and project management.
• City structure, ordinances, policies, and departmental operations.
• Office and program administration, research methods, and database management.
• Business communication, public agency functions, and public meeting protocols.
• Record keeping, purchasing, accounting practices, and business math.
• Writing and editing, including proofreading and formatting documents.
• Safety regulations, modern office equipment, and software relevant to the role.
• Customer service techniques for interacting with the public, vendors, and staff.

Ability to:

• Organize work, handle administrative tasks with discretion.
• Enter and retrieve data, prepare written materials efficiently.
• Interpret and apply laws, regulations, and policies to make sound decisions.
• Maintain confidentiality and handle sensitive information.
• Take minutes, prepare reports, and manage multiple tasks with attention to detail.
• Communicate clearly and effectively in both written and spoken English.
• Solve problems, meet deadlines, and prioritize tasks independently.
• Build and maintain positive working relationships with colleagues and external contacts.

The position requires the ability to work in a standard office environment, using office equipment such as computers, and may involve driving to City sites. While primarily sedentary, occasional standing, walking, and light physical activity (bending, kneeling, lifting up to 25 pounds) may be required. Employees must have good vision, hearing, and speech for communication and data entry.

WORK ENVIRONMENT

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

IMPORTANT INFORMATION:
Application Process:

Equal Opportunity Employer:

• All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, pregnancy, age, national origin, disability, genetic information, protected veteran status, or any other characteristic protected by law.