Job Description

Administrative Assistant

This position is responsible for providing administrative support to the Mayor's Office and Director of Crime Prevention.

Key responsibilities include:

• Answering telephones and directing calls for Mayor's Office & Director of Crime Prevention.
• Responding to citizen complaints.
• Serving as the receptionist for the Executive office suites and welcoming visitors.
• Securing clergy for weekly council meetings.
• Organizing and inventorying office supplies.
• Maintaining files: formatting proclamations, letters, reports, and other documents.
• Receiving, sorting, and scanning incoming mail.
• Assisting with the office social media accounts.
• Responding to inquiries and providing information regarding CCG policies, guidelines, procedures, and projects; forwarding requests to appropriate personnel as needed.
• Compiling and verifying information for processing or to prepare various reports.
• Preparing board minutes, board notices, assisting with documentation for Director of Crime Prevention.
• Working with Crime Prevention Director to manage programs and grants of the Office of Crime Prevention.
• Scheduling appointments for the Director of Crime Prevention.
• Processing requisitions for grant payments.
• Managing website for Mayor's Office & Office of Crime Prevention.
• Assisting in the organization of meetings and news conferences, assisting with planning luncheons and special events.
• Managing meeting notification and data for the Mayor's commissions and committees as well as Crime Prevention Board.
• Preparing and updating the Mayor's holiday greeting card list.
• Assisting department heads and councilors with special requests.
• Performing other related duties as assigned.

Knowledge, skills, and abilities required include:

• Knowledge of office administration practices and procedures, such as letter writing and the operation of standard office equipment.
• Knowledge of standard business arithmetic.
• Knowledge of computer applications.
• Knowledge of basic principles of accounting to include budgetary principles and practices.
• Knowledge of techniques of record keeping, report preparation, filing methods, and records management.
• Skill in planning, organizing, and coordinating administrative operations.
• Skill in researching, compiling, and summarizing information and data.
• Skill in oral and written communication.
• Skill in interpersonal relations.

Minimum educational and training requirements include:

Knowledge and level of competency commonly associated with the completion of specialized training in the occupational field, in addition to basic skills typically associated with a high school education. Associate degree preferred. Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of three to five years of work experience. Possession of a valid driver's license; ability to become a Notary Public.

Physical requirements include:

• Balancing maintain equilibrium to prevent falling while walking, standing, or crouching.
• Climbing ascending, descending ladders, stairs, ramps, requires body agility.
• Crawling moving about on hands, knees, or hands, feet.
• Crouching bending body forward by bending leg, spine.
• Feeling perceiving attributes of objects by touch with skin, fingertips.
• Grasping applying pressure to object with fingers, palm.
• Handling picking, holding, or working with whole hand.
• Hearing 1 perceiving sounds at normal speaking levels, receive information.
• Hearing 2 receive detailed information, make discrimination in sound.
• Kneeling bending legs at knee to come to rest at knees.
• Lifting raising objects from lower to higher position, moving objects side to side, using upper extremities, back.
• Manual Dexterity picking, pinching, typing, working with fingers rather than hand.
• Mental Acuity ability to make rational decisions through sound logic, deductive reasoning.
• Pulling - use upper extremities to exert force, haul or tug.
• Pushing use upper extremities to press against objects with force, or thrust forward, downward, outward.
• Reaching extending hands or arms in any direction.
• Repetitive Motion substantial movements of wrists, hands, fingers.
• Speaking expressing ideas with spoken word, convey detailed, important instructions accurately, concisely.
• Standing for sustained periods of time.
• Stooping bending body downward, forward at waist, with full motion of lower extremities and back.
• Talking 1- expressing ideas by spoken word.
• Talking 2 shouting to be heard above ambient noise.
• Visual Acuity 1 - prepare, analyze data, transcribing, computer terminal, extensive reading.
• Visual Acuity 2 - color, depth perception, field of vision.
• Visual Acuity 3 - determine accuracy, neatness, observe facilities/structures.
• Visual Acuity 4 - operate motor vehicles/heavy equipment.
• Visual Acuity 5 - close acuity for inspection of small defects, machines, use measurement devices, or fabricate parts.
• Walking - on foot to accomplish tasks, long distances, or site to site.

The work is typically performed in an office, library, or computer room.

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