ADMINISTRATIVE ASSISTANT II (BUILDING & GROUNDS)

About the role

The Administrative Assistant II (Building & Grounds) position supports the team's efforts to accomplish the department's mission under the supervision of the Building and Grounds Maintenance Superintendent.

Responsibilities

• Completes department payroll and maintains departmental records.
• Performs routine to complex clerical work in preparing purchase orders and monitoring invoices for payment, and completing paperwork and forms.
• Answers incoming calls and routes callers or provides information, as required.
• Operates radios as needed and assists in radio communications; operates base radio as required.
• May be charged with coordinating special department projects.
• Distributes incoming mail and processes outgoing mail.
• Composes, types, and edits a variety of correspondence, reports, memoranda, and other materials requiring judgment as to content, accuracy, and completeness.
• Inputs data to standard office and department forms; makes postings to accounts; compiles data for various reports.
• Establishes and maintains electronic and hard copy filing systems and indexes using independent judgment.
• Maintains inventories and orders office and custodial supplies.
• Schedules department head and vendor appointments.
• Complies with record retention requirements for the specific department.
• Communicates verbally and in writing to answer inquiries and provide information.
• Coordinates the flow of information both internally and externally.
• Manages administrative responsibilities independently with general direction, ensuring the applicable City ordinances, governing laws, and generally accepted procedures and practices are followed.
• Plans and performs complex administrative office coordination to assure smooth, timely, and efficient office operations of the department.
• Deals extensively with the public in cemetery grave sales, handling problems, and answering questions, as well as scheduling burials, both with private citizens and funeral homes.
• Accurate record keeping is essential.
• Captures and distributes information for the City’s Adopt-A-Spot programs, which involve recruiting volunteers, hosting a plant swap, and hosting a reception to thank the volunteers.
• Meets all job safety requirements and standards that pertain to the essential functions of the position.
• Demonstrate regular and predictable attendance.

Qualifications

• Graduation from a high school or GED equivalent program with specialized coursework in general office practices in typing, filing, accounting, and bookkeeping, and at least two (2) years of related experience in an office setting.

Skills

• Modern and legal office practices and procedures.
• Computer, including Microsoft Office software applications, including Word, Excel, and Outlook.
• Type with quick speed and accuracy.
• Operate the tools and equipment listed below.

Licenses or Certifications Required

• Must possess a valid State of Ohio driver’s license and the ability to maintain continuing eligibility under the City’s driver eligibility standards.

Special Requirements

• Must be a non-smoker and non-tobacco/nicotine user, including but not limited to cigarettes, cigars, pipes, snuff, etc., and refrain from using all tobacco/nicotine products for the duration of employment with the City.