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Administrative Assistant

1 month ago

Frederick, United States City of Frederick Full time

**Job Summary**:

- At The City of Frederick, we value diversity and the respect, engagement, and productivity an inclusive environment produces. We seek to consistently improve internal and external customer satisfaction, innovate, and expand capability of services, and be a government that practices equality, equity, and fairness. We invite you to bring your skills, abilities, and knowledge to The City of Frederick and be a valued addition to a workforce that we know is our greatest asset.
- Frederick is a progressive, richly diverse, and authentically charming city. Recognized as one of the best places to live in Maryland, Frederick is surrounded by mountain views and centrally located about 45 miles north of Washington D.C. and 45 miles west of Baltimore, MD.

**JOB SUMMARY**:

- This is a skilled administrative assistant position responsible for varied and complex work involving considerable administrative detail and interfacing with the City's administration, directors, superintendents, staff, and general public. This position primarily performs administrative support for the Parks Division, within the Parks & Recreation Department, which includes the superintendents, crew leaders, and staff and is responsible for the overall office coordination, administrative and secretarial tasks. The individual in this position is expected to deal exceptionally well with confidential and sensitive information.

**Essential Duties and Responsibilities**:

- Establishes and maintains effective working relationships with City officials, co-workers, vendors, and the general public, as well as other agencies whose business is related to parks & recreation products and services.
- Performs varied and complex work including administrative, secretarial, clerical and office coordination duties, including but not limited to filing, typing, word processing, photocopying, faxing, payroll, ordering of supplies, recording keeping, etc.
- Assists with the department scheduling to ensure communications and support coverage.
- Uses computer for electronic requisitions and purchase orders; responsible for check requests, and job reports; payroll entry for the Parks Division and backup for other departments.
- Checks account balances and prepares budget transfers for submission.
- Composes and types various types of simple and complex correspondence, articles, documents, etc.
- Answers telephone and/or communicates information to vendors, other departments, and the general public. Must communicate in a courteous and effective manner.
- Reads, sorts, and distributes incoming mail, and prepares for outgoing delivery.
- Takes notes and transcribes minutes for department staff and committee meetings as assigned.
- Prepares and maintains files, and other records relating to personnel, budget, permits, contracts, reports, emergency vendor contacts, and other departmental and division records.
- Receives and responds to correspondence, inquires, etc., either written or verbal as requested by Division management.
- Assists with scheduling appointments, maintains calendars, sets up meetings for Division management.
- Greets visitors, ascertains nature of business, and directs visitors to appropriate personnel.
- Creates and distributes press release information for division or other DPW emergencies.
- Compiles and prepares special reports as requested.
- Participates in special projects as assigned, which may include research, use of computers, social events, training scheduling, writing articles, photography for DPW training and functions, web page information, etc.
- Works with public and other departments in a fast-paced environment and handling a variety of tasks with conflicting priorities.
- Tracks related data as well as department staff safety trainings and inspections.
- Works independently with a mínimal amount of supervision.
- Provides administrative support and coverage as needed throughout the Parks and Recreation Department.
- Performs other duties as assigned.

**Required Qualifications**:

- To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions._

**REQUIRED EDUCATION AND/OR EXPERIENCE**:

- High school diploma or general education degree (GED).
- Three (3) years of progressively responsible secretarial/administrative experience.

**REQUIRED CERTIFICATES AND/OR LICENSES**:

- Vehicle Operator’s license with satisfactory driving record that meets insurability standards of the City’s insurance carrier is required. The employee must maintain the license for the duration of their employment.

**REQUIRED SKILLS (Communication/Language; Mathematical; Computer; etc.)**:

- Intermediate knowledge and ability to use a variety of computer software.
- Working knowledge

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