Job Details
Description
This is an internal posting only. In order to be considered for this role you must currently be working for the City of Westerville.
Are you looking for a new challenge? Do you enjoy meaningful work and making a difference in your community? The opportunity to serve the City of Westerville and its citizens as a Administrative Assistant in the Department of Administrative Services could be for you! We're actively looking for someone who strives to provide excellent service and possesses a desire to be part of an outstanding team. Read below to learn more about the position and to submit your application.
This position will support all of the divisions within the City Manager's Office.
This is a clerical support position performing advanced or more complex secretarial work for a City department. Work involves responsibility for serving as secretary to a city department head, performing office management and delegated secretarial and administrative tasks. Work requires the exercise of initiative, independent judgment, and advanced secretarial skills to a wide range of work situations often involving sensitive and confidential information. Work involves significant contact with other department heads, the general public, outside agencies, and members of department commissions.
SUPERVISION
Employee works under the direction of a City department head or division head. Assignments are generally received in the form of desired objectives; however, the incumbent is expected to complete assignments independently and without detailed review. Employee may supervise clerical staff.
ESSENTIAL FUNCTIONS OF WORK
(May not include all duties performed.)
Performs typing and word processing of correspondence, minutes, agenda, reports, budgets, memorandums, training manuals, and other materials often containing sensitive or confidential information from oral instructions, copy, taped dictation.
Types and assists in preparing annual budget; calculates personnel expenses for annual budget; designs forms; tracks budget expenditures; composes and types letters, forms, notices, and other material.
Processes purchase orders and invoices for department contracts, repairs, furnishings, supplies, and equipment; prepares bid and mails documents on department projects and equipment; prepares requisitions and invoices; maintains purchasing records; tracks and orders supplies for department as needed.
Completes payroll for all department personnel; receives employee time slips; prepares time cards; compiles and calculates regular and overtime hours; types payroll forms with all relevant wage and benefit information and forwards to Finance; distributes pay checks.
Assists in department personnel processes, assists in training new support staff; monitors annual and probationary employee evaluation processing; initiates notice for annual review to supervisors; types disciplinary actions and other administrative reports.
Receives, processes, and forwards worker's compensation, injury claims, and/or general accident, vandalism, vehicle, and liability claims pertaining to the department to city manager's office; maintains records of all department claims.
Refers and assists citizens, and other callers; responds to various inquiries and provides information of services and functions; receives and handles complaints from a variety of sources; opens, sorts, and disburses incoming mail, utilizes radio to communicate and dispatch.
Performs various administrative support duties unique to each department such as the processing of legal notices; preparing actions for public hearings; manages routine processes or procedures; preparing camera ready copy of brochures, registration forms; dispatching crews; scheduling tests and other administrative actions.
Prepares a variety of monthly reports pertaining to departmental and administrative activities; maintains records of reports;
Performs other duties as required.
MINIMUM REQUIREMENTS OF WORK
Graduation from high school, including or supplemented by secretarial courses, and three years progressively responsible experience as a secretary; or any equivalent combination of training and experience which provides the following knowledge, abilities, and skills:
Considerable knowledge of secretarial practices and procedures.
Considerable knowledge of business English, spelling, and arithmetic.
Considerable knowledge of modern office practices, procedures, and equipment.
Knowledge of general municipal agency operations and organization.
Knowledge of word processing, desktop publishing, and other software packages.
Ability to make responsible decisions in accordance with established policies and procedures.
Ability to maintain administrative, fiscal, and general records and to prepare reports and answer questions from records.
Ability to abide by confidentiality requirements.
Ability to compose correspondence on complex matters and to perform complex office management details without assistance.
Ability to establish and maintain effective working relationships with other employees, officials, and the public, and to deal with public relations problems courteously and tactfully.
Ability to operate data processing equipment and a typewriter at a prescribed rate of speed.
Ability to take and transcribe dictation.
Ability to operate copy, fax, and other office machines.
Ability to communicate effectively, both orally and in writing.
Ability to read and hear.