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City of Hamilton, Ohio · 1 day ago

Administrative Assistant

Hamilton, OH

Full-time

Onsite

Mid, Senior Level

5+ years exp

The City of Hamilton, Ohio is seeking an Administrative Assistant to perform clerical and administrative support work under limited supervision. The role involves various office duties including visitor reception, data entry, and maintaining records, while also providing support to departmental boards and commissions.

CommunitiesGovernmentInformation Services

Responsibilities

Serves as "lead" clerical staff person

Performs high level office management functions for a division and/or department

Greets, screens and directs visitors, telephone calls, faxes, mail and messages for office personnel

Receives requests from the public for community, City and/or department-related information and provides such information or directs requests to other departmental staff, other City personnel and/or other community organizations

Listens to and answers or directs complaints from the public relating to department or City operations to appropriate departmental or City personnel

Dispatches departmental or other personnel in response to citizen calls or requests from other departmental or City personnel

Interprets and applies departmental or office rules, policies and regulations in accordance with prescribed procedures and guidelines

Manages processes and maintains files and records of correspondence, reports, department documents, charts, minutes and other materials as instructed. Makes complete and up-to-date files and records available to other office personnel quickly and/or routes related records in accordance with prescribed procedures or as requested

Collects payments and fees and provides receipts as necessary

Balances cash register

Prepares accurate correspondence, memoranda, reports, department documents and agendas requested by the department head or other designated office personnel

Prepares original correspondence as necessary

Prepares agendas and provides other clerical support to departmental boards and/or commissions

Analyzes and compiles statistical and/or financial data into reports as directed

Copies, packages and distributes a variety of written materials as requested by the department head or other designated office personnel

Enters data into computer relating to department records and documents

Develops spreadsheets and routine databases as necessary

Monitors divisional and/or departmental expenditures

Prepares purchase orders and uses the computerized purchase order system as necessary

Prepares routine and non-routine billings as directed

Uses the City's computerized accounts payable systems as necessary

Prepares divisional payroll for divisions with multiple union contracts and/or object codes

Provides some training to other staff on departmental or divisional functions as necessary

Performs related work as required

Qualification

Office managementData entrySpreadsheet creationPayroll preparationClerical record maintenanceComputer proficiencyCustomer serviceCommunication skillsOrganizational skillsTeam collaboration

Required

Graduation from High School or possession of a GED, supplemented by additional training in the use of computers and computer applications related to assigned duties

Five to seven years' experience in the performance of secretarial duties, including visitor reception tasks, data entry, spreadsheet creation, preparation of correspondence, use of the City's mainframe and/or a similar mainframe system, preparation of a divisional payroll, and the maintenance of detailed records and files

Ability to communicate well with others, both orally and in writing

Ability to understand and follow oral and/or written policies, procedures and instructions

Ability to establish and maintain effective working relationships with other employees, supervisory personnel and the general public

Ability to operate a personal computer at a reasonable rate of speed using standard word processing, spreadsheet and database applications appropriate to assigned duties

Ability to use the City's computerized payroll, purchasing, accounts payable, and other mainframe systems to a degree appropriate to assigned duties

Ability to maintain clerical records and to prepare reports from such records

Ability to understand and make work decisions in accordance with office rules, regulations, policies and procedures

Ability to perform a wide variety of clerical and secretarial tasks with accuracy and speed under the pressure of time-sensitive deadlines

Ability to organize and perform work responsibilities under limited supervision

Ability to direct the work of others in a professional and organized fashion

Ability to represent the City in a professional manner in support of boards and commissions

Ability to learn and put to use new skills and knowledge brought about by rapidly changing information and/or technology