Administrative Assistant I

2 months ago

Carmel, United States City of Carmel Full time

Position Summary The purpose of this position is to plan, organize and manage secretarial, clerical and administrative activities in support of(ICS) operations and activities, and the Citys information and communication systems. Essential Job Functions The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned. Provides administrative support to the Director and department team members. Performs a variety of miscellaneous clerical functions, including typing forms, letters, and reports, maintaining files, making copies, preparing outgoing mail and opening and distributing incoming mail. Answers telephone calls and greets visitors; responds to routine questions, complaints, and requests for service;provides information and assistance related to department functions, activities, fees, procedures and forms; initiates problem resolution for more complex issues. Generates various manual or computerized activity, financial and statistical reports; submits reports to appropriate individuals or agencies. Performs general maintenance and troubleshoots minor problems on office equipment; coordinates preventive maintenance and repair on printers and copiers. Maintains Department files and filing systems. Manages the departments administrative operations, including purchasing, budgeting, payroll preparation, personnel record keeping, building and vehicle maintenance, and asset record keeping. Functions as purchasing agent for the Department; processes purchase orders, claim vouchers and budget transfers;reviews invoices; maintains vendor files, purchasing records, contracts, and agreements. Assists in preparation of bid specifications and price quotes, as required by City purchasing guidelines, and in preparation and review of vendor contracts. Assists in preparation and administration of departments budget on a day-to-day basis; records and monitors expenditures and revenues; reconciles budget reports to department records. Coordinates the preparation of the departments annual budget. Processes payroll for the department; verifies data from time sheets in ADP system for paycheck generation. Assists employees with questions regarding personnel and employment issues. Maintains inventory of Departments capital assets, records new assets with Finance department for accounting purposes. Coordinates and supervises building maintenance and repair activities, including fire sprinkler testing and fire extinguisher maintenance, and controls distribution of keys for facility access. Monitors registration, maintenance and repair activities of Department vehicles. Maintains inventory levels of department equipment and supplies; initiates quotes or orders for new or replacement materials. Helps maintain inventory of radio equipment for various City departments and processes bill for radio maintenance. Acts as City-wide, Special Person of Contact (SPOC), for cellular phone equipment and services. Non-essential Job Functions: Performs other related duties as required. Knowledge, Skills and Abilities Knowledge of government budgeting, accounting, purchasing, personnel and operating policies and procedures. Ability to perform addition, subtraction, multiplication and division, and to calculate decimals and percentages. Ability to provide guidance, assistance, and interpretation to others regarding the application of procedures and standards to specific situations. Ability to communicate effectively; includes ability to speak and write clearly and to interact with others to exchange information and resolve problems. Ability to maintain confidentiality of highly sensitive data. Ability to manage or coordinate multiple tasks or activities simultaneously. Ability to operate a personal computer, u ilizing word processing, spreadsheet, database management, camera control, and other software applications as may be necessary to perform essential job functions. Ability to utilize a variety of equipment associated with administrative functions, such as a copier, printer, fax machine and shredder. Ability to work extended periods of time at a keyboard or workstation. Ability to compile, review, evaluate, prioritize, record, and tabulate data. Ability to utilize a variety of reference and descriptive data and information. Ability to exercise discretion in identifying and selecting from alternative courses of action. Ability to exert light physical effort, which may involve the lifting, carrying, pushing and/or pulling of objects and materials weighing 5-10 pounds. Essential functions are regularly performed without exposure to adverse environmental conditions. Qualifications Required to Perform Essential Job Functions High school diploma or GED, supplemented by college level course work or vocational training in bookkeeping and personal computer operations. Three (3) to five (5) years experience that includes progressive responsibility in office work, budget preparation, basic bookkeeping and personal computer operations. Or any equivalent combination of education, training and experience that provides the requisite knowledge, skills and abilities for this position. The City of Carmel, Indiana, is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, theCity will provide reasonable accommodation to qualified individuals with disabilities.

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