Job Abstract

• Campaign and economic interest filings
• Centralized processing of all City recorded documents
• City-wide legislative research and record retrieval
• Local elections
• Maintaining accurate records
• Maintaining the City's official records and archives
• Preparation and distribution of City Council agendas

• Creates routine operational reports related to programs, facilities, and related activities.
• Facilitates daily department operations, including timekeeping, responding to routine inquiries, collecting and distributing mail, scheduling and setting up meetings/trainings, answering and transferring phone calls, and greeting visitors.
• Maintains databases ensuring schedules, data, fees, or other applicable information are up to date.
• Performs financial related activities such as advanced bookkeeping or cashiering functions, and budget and expenditure tracking.
• Performs procurement activities, including ordering office supplies, monitoring inventory, and verifying receipt of goods.
• Performs training of new employees in work duties and procedures as assigned.
• Prepares and disseminates a variety of correspondence, schedules, communication materials, agenda packets, and/or newsletters.
• Prepares contracts, agreements, and proposals; collects required information.
• Processes payments and refunds; creates invoices; reconciles accounts; and keeps related financial records.
• Provides administrative support and review, such as maintaining department and employee schedules, coordinating meetings and agendas, making travel arrangements, editing and preparing newsletters, brochures, and reports, researching information, and providing related support.
• Provides customer service to the public, staff, and other interested parties, including responding to complaints.
• Receives, processes, and maintains a variety of forms, registrations, applications, documents, public records requests, and/or other related items, including scanning and transferring files into electronic records and redacting as appropriate.
• Retains and destroys records in accordance with established policies and procedures.
• Performs related duties as assigned.

MINIMUM QUALIFICATIONS:
Education and Experience

KNOWLEDGE OF:

• Administrative support methods and principles.
• Applicable local, state, and federal laws, rules, and regulations.
• Applicable programs or services.
• Basic accounting processes.
• Basic contract administration monitoring.
• Basic procurement principles and practices.
• City policies, rules and regulations, operations, procedures, and precedents of assignment.
• Customer service principles.
• Data entry techniques and use of automated information systems.
• Documentation and record keeping principles.
• File management and storage techniques and practices.
• Modern office procedures and equipment.
• Report preparation techniques.

• Applying sound judgment when handling confidential and sensitive information.
• Communication and interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc., sufficient to exchange or convey information and to receive work direction.
• Comprehending and correctly interpreting a variety of informational documents.
• Maintaining accurate records.
• Maintaining effective working relationships with peers, public, and staff.
• Operating a computer and relevant software applications.
• Operating modern office equipment.
• Performing basic math and accounting computations, including addition, subtraction, multiplication, and division.
• Preparing written reports and documents of basic to moderate complexity.
• Providing customer service.
• Researching and procuring supplies and equipment.
• Using databases for records management and information storage and retrieval.

• Oral Exam
• Supplemental Exercise