Administrative Technician II/City Clerk

Posting Number 3759P Position Title Administrative Technician II/City Clerk Department City Clerk Job Code 01004 FLSA Status Non-Exempt Union Code/Affiliation Unrepresented Division CITY CLERK Job Description Summary

The purpose of this job is to provide advanced administrative support to assigned city departments and divisions, including training or coordinating work of others. Develops reports and enters financial and other information into related systems.

Essential Duties and Responsibilities - The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description

* Provides customer service in person, via phone, and in writing.
* Provides financial administrative support for department. Monitors budget, maintains inventory, and ensures adherence to city policies and ordinances. May assist and support contract and grant management.
* Conducts compliance monitoring and reporting.
* Provides varied and complex administrative office support to department and staff.
* Serves as liaison to designated departments.
* Coordinates travel and trainings for staff.
* Organizes, plans, attends, and documents meetings and events.
* Opening and closing office or facilities for business.
* Guides and trains staff on processes and software.
* Creates and maintains records in accordance with rules and regulations. Responds to records requests.
* Utilizes a variety of software and web-based systems.
* Regular attendance is a necessary and essential function.
* Performs other duties as assigned.

Supervisory Responsibilities

* No supervisory authority. Work does require providing guidance and training to others.

Human Collaboration and Job Impact - This area describes the personal interaction with others outside direct reporting relationships as well as the impact the job has on organization, the department or unit objectives, the output of services, or employee or public satisfaction

* Work may require providing advice to others outside direct reporting relationships on specific problems or general policies. Contact may require the consideration of different points of view to reach agreement. Elements of persuasion may be necessary to gain cooperation and acceptance of ideas.
* Interactions have limited impact on the organization in terms of time, money, or public/employee relations.

Fiscal Responsibility

* Position has limited fiscal responsibility.
* May assist in the collection of data in support of recommendations for departmental budget allocations. May monitor division or program/promotional level budget and expenditures.

Education and Experience - An equivalent combination of education, training and experience will be considered

Education and Experience

* High school diploma or equivalent.
* 3 to 5 years' experience in administrative support, customer service, and/or records/fiscal administration

Licenses or Certifications

* Depending on assignment, may require department specific certification.
* Valid driver's license or reliable transportation to travel to events, meetings, etc.

Knowledge, Skills and Abilities which may be representative, but not all-inclusive of those commonly associated with this position

Knowledge of:

* Basic business English usage, including the meaning and spelling of words, rules of composition, and grammar.
* Office practices and administrative procedures, records management, and administration techniques and procedures.
* Financial record keeping practices and/or inventory control methods.
* Grant and contract administration processes and procedures.
* Common business software applications such as Microsoft Office.

Skill in:

* Communicating verbally and in writing to meet the needs of the audience.
* Applying active listening and asking questions for understanding.
* Collecting, organizing, and analyzing complex and/or technical data.
* Creating and maintaining detailed and accurate records.
* Typing and/or data entry with minimal errors.

Ability to:

* Recognize, analyze, and solve a variety of problems.
* Handle difficult and stressful situations with professional composure and maintain effective interpersonal relationships.
* Provide high levels of effective customer service.
* Monitor budget and work within the constraints of that budget.
* Exercise sound judgment in making critical decisions.
* Train others.
* Regularly use a computer, software, phone and related office equipment.
* Focus on tasks.

DISTINGUISHING CHARACTERISTICS:

* Level II is the highest, non-supervisory classification in the Administrative Support job family. Incumbents in this level may assist in coordinating the work of other administrative staff.

Work Environment - Environmental or atmospheric conditions commonly associated with the performance of the functions of this job

Work Environment:

Office or similar indoor environment - Frequently or Often

Outdoor environment - Sometimes

Exposures:

Individuals who are hostile or irate - Sometimes

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 essential functions.

* This position is relatively free from unpleasant environmental conditions or hazards and is generally sedentary.
* Incumbents may be required to exert up to 35 pounds of force occasionally, up to 20 pounds of force frequently, and/or up to 20 pounds of force constantly having to move objects.

Hours/Days Starting Salary $18.23/hr - 22.43/hr; Commensurate w/Training & Experience Pay Grade 105 Number of Positions Available 1 Deadline to Apply 12/20/2024 Open Until Filled No Special Instructions to Applicants

About us: The City Clerk's Office is a three-person office consisting of the City Clerk, Deputy City Clerk, and this position of Administrative Technician II. Our office, located in City Hall, maintains the City's official records such as the Code of Ordinances, City Council meeting minutes, ordinances, resolutions, and policy resolutions.

About the position: This position will not only provide administrative support functions, including those listed in the job description, but is also responsible for converting paper records into multiple media formats that will be stored and maintained in document management systems for the purpose of searchability, efficient viewing, and reproduction.

About you: The ideal candidate will be customer service-oriented with excellent written and verbal communication skills and be proficient in various computer-based software. Due to the nature of the work, attention to detail, confidentiality, and the ability to prioritize work to accommodate deadlines are keys to success.

HOURS: Monday -Friday, from 8a to 5p with an hour lunch from 12-1p

Notice to Applicants

Individuals needing accommodation to apply may call 573.874.CITY (2489)

TTY: 711 (MO RELAY)

THE CITY OF COLUMBIA IS A MERIT, AFFIRMATIVE ACTION, EQUAL OPPORTUNITY EMPLOYER: MALE / FEMALE

THE CITY OF COLUMBIA REQUIRES PRE-EMPLOYMENT DRUG TESTING

The City of Columbia participates in the federal E-Verify work authorization program