Administrative Assistant (Mayor's Office/Administration Department) - City of Fairview Heights

Administrative Assistant (Mayor's Office/Administration Department)

SUMMARY OF POSITION
Perform administrative assistant and secretarial duties for the Mayor, City Council and Administration Department.

ESSENTIAL JOB DUTIES (Essential functions include the following and the Physical Requirements listed below):
• Primary support is for the Mayor and all daily support including all confidentiality that pertains to that office. Assistance is provided to the City Council and no confidentiality is to be shared between offices.
• Plan and perform administrative office duties as assigned, including but not limited to composing, preparing, and typing a variety of correspondence, memos, reports, and other materials for the Mayor, City Council, and Administration Department
• Perform basic office functions, activities, and communications with departmental and City staff as well as citizens, community businesses, and outside organizations to assure efficient work flow of office operations
• Act as a liaison with visitors in person and on the telephone
• Provide information, receive and process requests and complaints and direct to the appropriate department
• Provide procedural and city code information to various citizens and businesses
• Provide administrative support for budget and payroll certification for Mayor
• Process Purchase Orders for the Mayor's Office, City Council, and Administration Department
• Process Credit Card/Expense statements for the Mayor's Office and Administration Department
• Provide administrative support for various boards and commissions, as directed by the Mayor
• Perform background checks and process liquor license, tattoo license, and other license requests as directed
• Schedule meeting rooms and assist with special projects
• Maintain Mayor's calendar and scheduling of appointments
• Make travel arrangements for Mayor and elected officials
• Performed other duties as assigned by the Mayor

BASIC JOB QUALIFICATIONS
• High School Diploma or equivalent; Bachelor's Degree in related field preferred.
• Two years of professional executive secretarial or administrative office support experience, including
at least one year in a public sector environment
• Type a minimum of 60 words per minute
• Experience or ability to transcribe from electronic media, or transcribing notes of the proceedings of a public meeting preferred

KNOWLEDGE, SKILLS, ABILITIES REQUIRED
• Ability to work independently, take initiative, and spearhead projects after receipt of general direction
• Organize, ability plan ahead, and keep an excellent filing system
• Ability to exercise good judgment in a variety of situations
• Engage in a strategic thought process
• Maintain a balance among multiple priorities with a sense of urgency
• Ability to communicate effectively orally and in writing
• Maintain confidential information with discretion
• Ability to transcribe materials
• Knowledge of customer service skills and ability to work tactfully with the public and employees
• Ability to remain calm under times where the public may be upset
• Ability to operate and adapt to various platforms of technology, such as an iPad, laptop, personal computer, Smart TVs, etc
• Knowledge of common office equipment, such as the use of a phone, printer, copy and fax machine, scanning equipment and software, and the ability to learn and adapt to new equipment
• Intermediate knowledge level and skillful use of Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Publisher

OTHER JOB REQUIREMENTS
• Position may be required to assist other operating departments with clerical duties on a temporary basis due to absences of vacations
• Position must be able to work occasionally after work hours

PHYSICAL REQUIREMENTS
• Must be able to bend and lift items weighing up to 25 pounds
• Manual dexterity necessary to type at least 60 words per minute and to operate a variety office equipment

WORKING CONDITIONS
Most of the work is performed in an office setting with frequent interruptions with the need to deal with a great diversity of people. Some off-site work is required. Occasionally, there is a need to pick up or deliver items in the community or to other City departments.

The City of Fairview Heights is an Equal Opportunity Employer. EOE/M/F/D/V