Administrative Associate - CDD (58876)

Essential Job Duties

- Provide respectful, professional, positive service in all interactions between co-workers, internal external customers, community members, and the public at large.

- Maintain a positive and productive environment ensuring compliance with policies, procedures, goals and objectives of the City, Department and Division.

- Serve as a receptionist for a department or division, assisting customers and directing calls to the proper department.

- Assist customers with completing forms while answering questions and providing information or other services needed.

- Create and maintain various forms, certificates, licenses, and other documents.

- Maintain schedules for various department needs.

- Assist customers in navigating various software programs or websites as required.

- Provide instructions, manuals, maintenance, updates, and training for various software programs.

- Participate in Records Management/Document Imaging, including filing, indexing, scanning, researching, retrieving, copying, distributing, and destroying records.

- Compose and type letters, reports, and general correspondence.

- Follow all established policies, procedures, and processes required to complete tasks and meet targets.

- Provide updates on completed tasks as required.

Ancillary Job Duties

- Relieve superiors of routine administrative tasks.

- Assist with special events or projects.

- Perform other related duties as assigned.

Qualifications

Job Qualifications – Education, experience, and training that are required or desirable in order to effectively perform the job at the time of hire. An equivalent combination of education, training, and experience will be considered. Additional requirements and/or substitutions may be requested and require the approval of HR.

- High school diploma or equivalent required.

- Minimum of 2 years of related experience is required; experience in Human Resources, Finance, Accounting, Procurement, or Office Administration is preferred.

Additional job-related degrees or certifications may be considered in lieu of experience.

- Municipal records management experience desired.

Knowledge, Skills, and Abilities – May be representative, but not all-inclusive, of those knowledge, skills, and abilities commonly associated with this position.

- Proficiency in use of basic business software (word processing, spreadsheets, email, presentations) and basic office equipment with the ability to learn multiple software packages quickly.

- Ability to follow clear and established processes.

- Ability to work independently with moderate supervision, and to deliver own work according to specific operational targets within the department.

- Ability to complete routine and more robust tasks assigned in a timely manner.

- Attention to detail and the ability to maintain focused concentration.

- Ability to provide exceptional service to internal and external customers. Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

- Proficient keyboard skills.

- Ability to communicate effectively both verbally and in writing.

- Ability to effectively organize and prioritize work to meet deadlines.

- Ability to concentrate on multiple tasks simultaneously.

- Regular attendance is a necessary and essential job duty. Job requires being reliable, responsible and dependable.