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Position Description: Plans, coordinates, and schedules meetings, and business travel arrangements. Performs a variety of administrative duties, such as planning and scheduling meetings, coordinating business travel, managing the calendars of assigned staff, taking and recording minutes at meetings, preparing meeting agendas, responding to requests for information, processing incoming and outgoing mail, drafting of letters and memoranda, maintaining a follow-up system, gathering information and data for department staff such as, coordinating departmental field trips and business travel, preparing monthly status reports, processing invoices, ordering supplies, reconciling monthly credit card statements, managing, updating, and tracking business contracts, budget preparation, and managing the Departments website. Serves on City teams as assigned by attending meetings, performing assigned tasks, and working in cooperation with other City employees for a common goal. Assists department with records management (may serve as Records Control Officer), report preparation, special projects and activities, COACs, presentations, operational and strategic plans, and customer requests for information. Assists management staff with follow up on work assignments within the department. Assists with the preparation of personnel actions including new hires, promotions, terminations, transfers, and coordinates the recruitment process with Human Resources. Enters bi-weekly timesheets into HTE for payroll processing. Performs general financial and accounting procedures for the entire Department by reconciling Department staff monthly procurement card purchases, coordinating and centralizing the purchase of Department supplies, initiating purchase requests within the purchasing system, and receipting goods and services within the purchasing system. Develops, edits, or compiles various department reports such as the weekly activity report, monthly City Manager’s report, monthly project status report, annual strategic plan, etc.; analyzes statistical data and generates standard reports.Provides support to others within the department as necessary. M-F 8-5 Pay Range between between $15.91- $17.26 depending on experience **This is a 4 week assignment that may be extended**
Skills Required: -Microsoft Office 2013 -2+ Years of Admin Assistant
Experience Required: Work requires knowledge of a specific vocational, administrative, or technical nature that may be obtained with six-months/one year of advanced study or training past the high school equivalency. Community college, vocational, business, technical or correspondence schools are likely sources. Appropriate certification may be awarded upon satisfactory completion of advanced study or training. Minimum two years experience in a related field. Valid Driver’s License. Work requires the ability to read and comprehend budget instructions, reports, strategic planning documents, correspondence, software manuals, management books, trade journals and policies. Work requires the ability to perform general math calculations such as addition, subtraction, multiplication, and division. Work requires the ability to write memoranda, correspondence, reports and produce written documents with clearly organized thoughts using proper English sentence construction, punctuation, and grammar. Work requires a comprehensive, practical knowledge of a technical field with use of analytical judgment and decision-making abilities. Interpersonal/Human Relations Skills Moderate
Education Required: Work requires knowledge of a specific vocational, administrative, or technical nature that may be obtained with six-months/one year of advanced study or training past the high school equivalency. Community college, vocational, business, technical or correspondence schools are likely sources. Appropriate certification may be awarded upon satisfactory completion of advanced study or training.
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