Administrative Assistant

PURPOSE:

Assists in the performance of all duties related to the operation and responsibilities associated with the Administration Department and assists in the management and administration of policies pertaining to the records of the City of Manchester.

EDUCATION

Associate degree required or equivalent combination of experience and specialized training.

EXPERIENCE

Entry level for those who fulfill educational requirements. 2 – 5 years of experience in a similar or related position for other cases. Experience in a government, legal, or public service setting is valued.

REQUIRED KNOWLEDGE AND SKILLS:

· Strong Customer Services in person, on the telephone, and via email, ability to assist the public and respond professionally and effectively to changing priorities: review and analyze processes, and procedures and policies and make effective recommendations for change

· Knowledge and ability to use modern office practices, procedures, and equipment.

· Proficiency in Word, Excel, and similar software packages.

· Strong oral and written skills necessary.

· Ability to follow oral and written instructions.

· Ability to establish and maintain effective working relationships with city officials, administration, fellow employees, and the public.

· Ability to learn and apply City regulations and policies to real-world cases.

· Maintain highest levels of confidentiality.

· Possess or willing to obtain certification as a Notary Public.

PHYSICAL ACTIVITIES

· Sitting, talking, listening, or walking for extended periods of time.

· Regular mental and visual attention with normal hand-eye coordination required.

· Occasional handling of average-weight objects with the ability to occasionally move about inside the office to access file cabinets, office machinery, etc.

SUPERVISION:

Under the direct supervision of the City Clerk. This person will not oversee or direct other employees.

DESCRIPTION OF WORK:

Administration

• Provide notary services for City officials or residents according to the standards set forth in the Missouri Notary Handbook and City policy.
• Accept special projects under the direction of the City Clerk.
• Updates City Calendar for events related to the Office of the City Clerk, Board of Aldermen, and Board of Adjustment.
• Assist in planning and executing City events.
• Administer the City Veterans Recognition Program.
• Troubleshoots trash/recycling/yard waste issues for residents in coordination with Republic Services.
• Reports street-light outages to Ameren UE.
• Contacts and coordinates with utility companies when residents, businesses, or City issues arise with them.

Clerical

· Receive and screen all visitors and telephone calls to City Hall, providing excellent customer assistance to individuals in a timely and professional manner.

· Respond to requests for information and refer certain requests and complaints from officials and the public to appropriate staff for resolution.

· Complete and submit invoices and process payments.

· Process various City permit applications.

· Review and distribute incoming mail.

· Perform data entry and maintain databases for administrative programs and surveys.

· Using word processing software, compose routine and/or type memoranda, correspondence, reports, presentations, forms, and other documents as needed.

· Proofread and check typed and other materials for accuracy, completeness, and compliance with City standards, policies, and procedures.

· Perform clerical duties on projects, requests, inquiries, applications, or other related items as needed.

Record Retention

· Assist City staff with compliance for record retention and management of documents.

· Maintain files in archives.

· Create new folders and files for record retention.

· Assist City staff, officials, or residents in retrieving documents or records.

· Process and scan documents or records for entry into enterprise content management systems.

· Process electronic storage media, such as hard drives, floppy drives, and CD-ROMs for retention.

· Utilize scanners to convert forms, receipts, and reports into electronic format.

· Fax and photocopy files.

· Store and extract documents or records from computers.

Excavation Permits

• Accepts and verifies application completion including submittal of insurance certificate.
• Coordinates permit application approval with Assistant Director of Public Works and processes permits.
• Charges the contractor a deposit if cutting into the street or sidewalk in addition to permit fee.
• Completes all data entry into the “Excavation Permit” spreadsheet database.
• Prepare check request for deposit refunds and submit to Assistant Director of Public Work.
• Scans excavation permits, inspections, and all supporting documents into the PW Shared Drive via Excavation Permit folder.
• Runs reports from spreadsheet database.

Sewer Lateral Repair Program

• Accepts and ensures that the application is properly completed prior to accepting a payment from the homeowner, including the “plumbers verification page’’.
• After the application is checked for thoroughness, the application can then be given to the Assistant Director of Public Works for review, scheduling a camera inspection, etc.
• Complete and manage data within the PW Sewer Lateral Repair spreadsheet within the PW shared file.
• Coordinates with field inspector for statuses of repairs, and grading yards.
• Creates and mails out repair letter to applicant after completion.
• Scans applications, inspections, invoices, applicant letter, and all supporting documents into the PW Shared Drive into the Sewer Lateral Repair folder.
• Runs reports from spreadsheet data base when asked to.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees may be required to follow other job-related instructions and to perform other job-related duties as requested, subject to all applicable state and federal laws.

Job Type: Full-time

Pay: $40,000.00 - $55,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Experience:

• Customer service: 2 years (Preferred)

Work Location: Multiple Locations