Listing Summary

 

 

JOB TITLE:     Administrative Assistant                          REPORTS TO: City Manager

 

GENERAL STATEMENT OF JOB:

This is a full-time position performing work in the Administration Department, who reports directly to the City Manager.  The main purpose of this position is customer service.

 

MINIMUM TRAINING REQUIRMENTS:

High School Diploma or GED required with two years of experience in general office and secretarial work or related area; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position.

 

MINIMUM QUALIFICATIONS REQUIRES:

• The ability to communicate effectively/professionally with public and co-workers.
• The ability to coordinate hands and eyes in using automated office equipment.
• To be physically able to operate a variety of office equipment, such as a typewriter, computer, printer, fax machine, copier, telephone, transcriber, etc.
• To be able to use body members to work, move or carry objects or materials.
• To be able to exert up to twenty pounds of force occasionally, and/or up to ten pounds frequently
• To be able to lift and/or carry weights of twenty pounds:  physical demand requirements are at levels of those for sedentary work
• The ability of speaking or signaling to people to convey or exchange information
• The ability to read a variety of informational documentation, directions, instructions, methods, and procedures.
• The ability to acquire knowledge of topics related to primary occupation
• The ability to record and deliver information, to explain procedures, to follow verbal and written instructions
• The ability to deal with people beyond giving and receiving instructions.
• To be adaptable to performing under moderate stress when confronted with an emergency.
• Proficient in Microsoft Word and Excel.

 

JOB FUNCTIONS:

• General Customer Service:

• Answer multi-line phone, assist caller as needed and transfer to any necessary party.
• Assist customers and other departments with inquiries both in person and via phone.
• Accept and process applications, deposits and rental fees for various City venues and City events.

 

• Water -

• Post utility payments as received via mail, phone and in person.
• Accept and process applications for new water service.
• Daily and monthly reconciliation of monies received and preparing daily deposits.
• Assist customers with utility questions to include usage questions, terminations, and general water issues.
• Check drop box morning and lunch for payments.
• Prepare monthly Cash Receipting

 

• City Tax –

• Accept and process applications for new businesses.
• Process annual insurance tax
• Mail end-of-year renewal licenses
• Post payments for new and renewed various taxes
• Prepare and mail new certificates.
• Prepare delinquent list, mail notices, and follow through with businesses in delinquent status.
• Process payments from GMA as necessary.

 

• Police -

• Enter citation and report payments.
• Answer the police line and direct as necessary.
• Assist public with obtaining accident/incident reports.
• Maintain confidentiality in all City and Police related matters.

 

• General Duties -

• Issue purchase orders to other departments through Microsoft Teams.
• Open and close City Hall as scheduled.
• Process requests for Brush and Junk removal through Microsoft Teams
• Keep refrigerator stocked with water and sodas.
• Distribute mail to various departments.
• Create work orders on Iworqs program.
• Assist Code Enforcement Officer with sign permits and alcohol permits
• Process Hotel and Alcohol taxes and follow through with procedures.
• Process Anderson Cemetery Baxter Addition Fund Contributions and follow through with procedure.
• Process any miscellaneous payments as needed.
• Assist other departments as needed.
• Track, order and maintain supplies as needed.
• Maintain confidentiality in City related matters.