JOB SUMMARY STATEMENT: Serves as the City’s Contract Manager, and performs general and confidential administrative support for the Administration Department.
DUTIES AND RESPONSIBILITIES:
- Greets public and answers the phone. Assists public with inquiries and provides Notary services. Register members of the public to vote. Disseminates information about City policies and activities to citizens, and furnishes the public with information on City ordinances. Maintains a working knowledge of City Codes and Ordinances and Administrative Policies and Regulations.
- Assists the City Clerk in the administrative, day-to-day activities of the Administration Department. Codes invoices and procurement card statements.
- Provides confidential administrative support to the Administration Department and understands the confidential nature of the work and sensitive political atmosphere. Serves as backup in the absence of the Administrative Assistant.
- Assist in reviewing and processing contracts from all departments. Serves as the City’s Contract Manager and maintains copies of contracts on DocuShare and the contract database by logging all contracts, tracking compliance documents, renewals and submitting monthly reports to Directors and Council.
- Participates in semi-annual Contracts Training events for staff and updating Contracts Manual and Policy.
- Coordinates and oversees Board and Commission appointments and term expirations for reappointments. Maintains the City’s Board and Commission database and prepares rosters and reports for Staff Liaisons as needed.
- Assists the City Clerk with the preparation and distribution of agenda documents; scans, files and distributes all follow up from meetings to appropriate officials, staff and public.
- Attend meetings and perform City Clerk duties in the Clerk’s absence or as Clerk assigns. Performs certification and recording for the City as needed and required on legal documents and other records requiring such certification; seals and attests by signature to ordinances, resolutions and contracts, easements, deeds, bonds or other documents requiring city certification.
- Prepares, reviews and edits original documents including correspondence, real estate documents, contracts, council bills, pleadings and processes such documents from written and/or recorded notes using various computer software programs.
- Performs special assignments as required, including researching and preparing reports, developing and implementing programs, policies and procedures, These may include city visioning/planning programs, community activities and council and administrative employee wellness / team building activities.
- Such other duties as assigned.
The above duties and responsibilities include those tasks, physical and mental requirements, visual requirement, unique physical surroundings and mental/cognitive abilities required to perform the essential elements of the position.
GENERAL QUALIFICATIONS:
1. Education and Special License(s)/Certifications – Two years of business college studies or similar area and at least four years’ experience in secretarial work or any equivalent combination of training and experience which provides the required knowledge, skills and abilities. Must be able to obtain and maintain a State Notary Commission and applicable bond.
2. Experience – Four years of experience in an administrative support position. Knowledge of municipal government operations and procedures preferred.
3. Skills – Must have adequate skill to: understand and operate assigned personal computer with office software such as WORD, Excel, PowerPoint, Access, etc., multi-line desk telephone, voice mail, and electronic mail to ensure adequate and required levels of communication are achieved; convey complex job-specific information clearly and concisely, both verbally and in writing; adapt readily and quickly to the changing dynamics of the workplace in terms of goals and objectives, technological changes and changing professional requirements; establish and maintain appropriate professional working relationships with internal and external customers, ensuring adequate listening and problem-solving skills are used as necessary; understand and apply required general safety and job-specific loss control and risk management programs, policies, and techniques.
4. Mental Requirements – Must have the capacity and demonstrated ability to: understand and apply specific City and department requirements, policies, and procedures when completing assigned tasks; provide necessary clerical and administrative assistance as requested; attention to detail to ensure completed projects and assignments are free from unreasonable errors; understand and apply specific City and department requirements, policies, and procedures when completing assigned tasks. Handle personal and job-related stress in a healthy and productive manner to ensure negative effects do not diminish job performance.
5. Physical Requirements – Must have the physical ability to: sit for prolonged periods; understand normal conversation; physically move from one location to another; operate assigned equipment and tools; retrieve physical and electronic resources and information necessary to complete assigned tasks and must be able to occasionally lift up to 25 pounds and transport it 15 feet.
6. Supervisory Responsibility – Does not supervise.
The preceding job description has been designed to indicate the general nature and level of work performed by employees within this position. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.