Administrative Assistant

Department: Administrative Services

About the role

This position includes clerical and/or accounting work of moderate to difficult nature. Employees perform operations requiring judgment based on knowledge gained through experience. Work decisions are made in accordance with established precedents and departmental policies. Employees work under close supervision until proficient in more complex tasks, then receive detailed instructions only for changes in procedure or unusual matters. Work quality is reviewed through reports and inspection by the supervisor. The role facilitates the administrative operations of the Administrative Services Division, which includes the City Administrator, Clerk's Office, Human Resources, Building Department, Planning & Zoning, and Parks & Recreation.

Responsibilities

• Compose and/or transcribe correspondence, notices, documents, agendas, bid packages, records, permits, certificates, and other items as required.
• Participate in providing information for the development of the departmental budget.
• Serve as recorder during meetings and prepare minutes for official meetings.
• Compile information for program offerings and develop departmental pamphlets.
• Assist in organization and scheduling of appointments and departmental activities.
• Assemble materials and agenda packets for meetings and departmental programs; distribute agenda packets for official meetings.
• Create, update, and maintain confidential personnel, medical, and legal files.
• Assist with registration of departmental and City programs, permits, and activities; maintain related records.
• Record and compile statistics for various records and reports, including incident reports and investigations.
• Answer telephone and “walk-in” information requests, including handling complaints.
• Secure telephone quotations on purchases and process requisitions for equipment and supplies; maintain records of same.
• Provide assistance with office equipment operation.
• Prepare payroll and activity records, facilitate departmental operations, and compose or transcribe correspondence and reports.
• Utilize computers to facilitate departmental operations and reports.
• Perform related work as required.

Clerk’s Division Specific Duties

• FOIA distribution and tracking.
• Serve as a Certified Qualified Voter File user to register voters, issue/return ballots, view and update voting actions, and access reports.
• Accept solicitor permit applications and process through approval and expiration.
• Manage the “Do Not Knock Registry”.
• Assist in the preparation and distribution of meeting agendas, packets, minutes, resolutions, and agreements in various formats.
• Work extended hours before, during, and after election day.
• Handle Business Registrations and Renewal program.

Requirements

• High school diploma or GED (business-related Associate’s degree preferred).
• Established knowledge of office practices, equipment, and procedures.
• Elevated understanding and use of business English, grammar, and file management.
• Advanced skill, speed, and accuracy in keyboarding and computer program operations/software.
• Experience with phone systems and etiquette.
• Moderate to high-level verbal and written communication skills.
• Proven accuracy in preparing and maintaining records, correspondence, reports, and tabulations.
• Demonstrated positive, tactful, and courteous demeanor in communicating with the public, City staff, and business contacts.
• Ability to see and hear proficiently to complete listed duties and functions.

Pay

$46,989 - $59,017 annual

Schedule

Full time. Deadline to apply: Friday, August 14, 2026 at 5:00 PM.

Benefits

NonUnion Benefit Guide available.