City Clerk Administrative Assistant (Part-Time)

Administrative Assistant

JOB TITLE: City Clerk Administrative Assistant

CLASSIFICATION: Non-Exempt - Part Time

DEPARTMENT: City Clerk

SUPERVISOR: City Cler and Deputy City Clerk

SALARY: $15.45 to $18.54 Per Hour

GENERAL JOB DESCRIPTION

Provides clerical and administrative support to the City Clerk Division under the direction of the City Clerk and Deputy City Clerk. Assists with cemetery administrative services, customer service, and general office operations. Performs a variety of routine administrative functions while supporting the daily operations of the Division.

PRIMARY DUTIES AND RESPONSIBILITIES

• Provide clerical and administrative support for City Clerk operations.
• Assist with cemetery administrative functions, including: responding to public inquiries regarding burial spaces, ownership, interments, and cemetery procedures; preparing cemetery-related documents and records; communicating information to cemetery staff and funeral homes.
• Provide support for business licensing, permitting, cash receipting, legislative records, and other administrative processes assigned including distribution of city code supplements and preparation of applicable billings.
• Answer telephones, assist customers at the front counter, and direct inquiries to appropriate staff.
• Maintain office files and records.
• Monitor office supply inventory and assist with ordering supplies.
• Operate standard office equipment and software.
• Provide administrative support for special projects as assigned.
• Prepare voucher listings for publication with City Council minutes

SECONDARY DUTIES AND RESPONSIBILITIES

• Assist with other operations and functions of the City Clerk Division.
• Perform related duties and responsibilities as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

• Operations, services and activities of a complex clerical and administrative office.
• Principles of business letter writing and basic report preparation.
• Indexing, filing and document organization; cash receipting processes.
• Modern office procedures and various office equipment, including a computer, multi-line telephone, photocopier, facsimile and scanning/imaging equipment.
• Microsoft Office and assigned software.
• English usage, spelling, grammar, and punctuation.
• Practices and techniques involving positive public relations and customer service.
• Pertinent state and local laws, codes, and regulations.
• Create, compile, organize and maintain a variety of records and records systems.
• Learn and effectively utilize various computer software programs.
• Manage multiple tasks simultaneously, meeting deadlines as required.
• Provide a high degree of accuracy and attention to detail, accurate data entry.
• Respond to requests and inquiries from the public and City staff in a courteous, service-oriented manner.
• Maintain confidentiality.
• Understand and follow through with verbal and written directions.
• Communicate clearly and concisely, both orally and in writing; deal with bereaved individuals in a compassionate and professional manner while providing cemetery administrative services.
• Establish and maintain effective working relationships with those contacted in the course of work; team oriented, but able to work independently as well.

QUALIFICATIONS FOR THE JOB

Required:

High school diploma or GED and three (3) consecutive years of professional administrative support services in a complex clerical office environment.

Preferred:

Three (3) years of experience providing professional support services in a complex clerical and administrative office environment; principles of positive public relations and basic records indexing, filing, and organizing.

Notary public by the State of Wyoming

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is required to maintain effective audio-visual discrimination and perception needed for making observations, communicating with others, reading, and writing. The employee is also required to maintain physical condition necessary for operating assigned equipment, walking, standing, kneeling, repeated bending or sitting for prolonged periods of time and lifting to 30 pounds. Maintain mental capacity which allows the capability of making sound decisions demonstrating intellectual capabilities.

Working Environment:

Work closely with others in an office environment utilizing a computer and other office equipment.