Job Description

MILLWOOD POSITION CLASSIFICATION: Administrative Assistant

JOB SUMMARY: Working under the direct supervision of the City Clerk, the Administrative Assistant is responsible for providing direct customer service to the public at the front counter, over the telephone and electronically. The Assistant responds to customer inquiries and complaints, promptly, accurately, and in a courteous manner. This individual will also be responsible for assisting the City Clerk with various City activities such as packet preparation, utility billing, and public records requests.

ESSENTIAL JOB FUNCTIONS

·         Serves as the initial point of contact for incoming (multi-line) calls, mail, electronic mail, and visitors to City Hall.

·         Operates various office machines including copier, scanner, postage, and paper fold & inserter machine.

·         Must be proficient in Microsoft 365 applications including Word, Excel, PowerPoint, and Publisher.

·         Accepts & processes payment for utility accounts.

·         Accepts, creates, and processes payment for a variety of permits.

·         Prepares or assists in the preparation of a variety of detailed documents including, but not limited to, meeting agendas and supporting materials, meeting minutes for a variety of legislative bodies, letters, memo’s, reports, and presentations.

·         Attend Council and Commission meetings and assists in preparation of monthly general update.

·         Proofreads and edits a variety of written materials for clarity, grammar, punctuation, and spelling.

·         Examines documents for completeness and accuracy.

·         Works in and maintains both manual and electronic filing systems, including scanning documents into the file maintenance database.

·         Assists the City Clerk with records retention, requests for public information, and prepare records for storage and disposal per state guidelines.

·         Manages the procurement of office materials and supplies.

·         Must be available to attend after hours meetings or events periodically

·         Manages and monitor various databases

·         Other related duties as assigned

KNOWLEDGE, ABILITIES AND SKILLS

·         Proficient in using Microsoft products including Word, Excel, PowerPoint, Outlook.

·         Maintain effective working relations with employees, other departments, elected officials, and the general public.

·         Work under pressure and/or frequent interruptions.

·         Maintains a high level of confidentiality.

·         Competency in time management, organization, multi-tasking, and attention to detail.

·         Strong communication, research, and writing skills.

·         A positive attitude to thrive and succeed in a fast-paced environment.

·         Dependable, friendly, and outgoing attitude, eagerness to assist others and work in a team environment.

EDUCATION AND/OR EXPERIENCE

·         Graduation from high school or GED equivalent; and

·         Two (2) years increasingly responsible clerical work; and

·         Experience working with grant programs and writing grants; and

·         Any equivalent combination of education and experience, which provides the knowledge and abilities required.

PHYSICAL DEMANDS AND WORKING CONDITIONS:

While performing the duties of this job, the employee is required to sit and talk or listen. The employee

frequently is required to use hands to finger, handle, or feel objects, tools, or controls and reach with

hands and arms. The employee is occasionally required to stand, walk, and climb or balance.

The employee must occasionally lift and/or move up to 25 pounds.

WORK ENVIRONMENT

The statements contained herein reflect general details as necessary to describe the principal

functions of this job, the scope of responsibility, and the level of knowledge and skill typically required,

but should not be considered an all-inclusive listing of work requirements. Individuals may perform

other duties as assigned, including work in other functional areas, to cover absences or relief, to

equalize peak work periods, or to otherwise balance the workload.

THE CITY OF MILLWOOD IS AN EQUAL OPPORTUNITY EMPLOYER.

FIRST REVIEW OF APPLICATIONS: TUESDAY, JANUARY 3RD, 2023