Administrative Assistant

POSITION TITLE: Administrative Assistant

DEPARTMENT: Public Works

RATE CLASS: Non-Exempt

REPORTS TO: Assistant City Manager

SHIFT: 7:30 AM – 4:30 PM, M-F (Non-standard hours may be required)

JOB SUMMARY: Under direction of the Assistant City Manager, provides highly complex administrative, organizational, and operational support to facilitate operations in the Public Works and Parks & Recreation departments for the City of Freeport. Provides administrative assistance for purchasing, coordinating projects, and performs related work as required.

EDUCATION: High School Diploma or GED is required. An associate degree is preferred; and two (2) or more years of relevant administrative support experience. Bi-lingual preferred but not required.

DUTIES & RESPOSIBILITIES:

• Create, manage and promote city-wide events calendar
• Open, sort, and distribute incoming correspondence
• Perform data entry, scan documents and assist with purchase orders
• Manage calendar, schedule and coordinate meetings, appointments and travel arrangements for the Assistant City Manager (ACM)
• Assists in resolving any customer service-related issues
• Answers incoming calls, greets and welcomes citizens and visitors.
• Prepare and modify documents including correspondence, reports, drafts, memos, and emails
• Maintain office supplies for department
• Help prepare weekly reports and other departmental projects as needed
• Review/answer emails per the Assistant City Manager
• Other duties as assigned

SPECIAL SKILLS:

• Proficiency in MS Word, MS Excel, and MS Outlook
• Knowledge of operating standard office equipment
• Ability to write, speak, and interact clearly and professionally
• Ability to prioritize projects and strong problem-solving skills
• Good research skills and attention to details
• Excellent organizational skills
• Able to work in a high stress and fast-paced environment

OTHER DUTIES: This job description is intended to describe the general nature of work performed by the Administrative Assistant and is not intended to be all-inclusive. All employees are expected to perform tasks assigned by their supervisor; furthermore, working hours may be extended in times of necessity.

PHYSICAL/MENTAL REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical: The incumbent for this position must maintain neat, professional appearance at all times, must be able to lift supplies weighing up to 35 pounds.

Mental: Must maintain the ability to work well with others as well as the general public in a variety of situations. Must be able to multi-task, work under time constraints, solve problems and prioritize. Must also be able to maintain confidentiality and resolve conflicts.

All municipal employees will be expected to show and maintain a high level of initiative, enthusiasm, and motivation towards the improvement of ALL aspects of the Freeport community. Employees will also be expected to be available for work, to report to work in a dependable and timely fashion, and to be physically and mentally fit to do their assigned work.

• Must pass a drug analysis test, physical exam, and successfully complete a background check.