Administrative Assistant

Position Summary:

The City of Independence's Service Department is looking for an Administrative Assistant to work full-time in the Service Department office. The Administrative Assistant plays a key role in the daily operations and mission of the City's Service Department as well as the overall mission of the City's government. From customer service, to troubleshooting and problem-solving, this individual will often be the main point of contact between the Service Department, residents, and the general public to facilitate a cohesive, productive, and efficient environment.

Duties and Responsibilities:

• Coordinate and communicate the day-to-day Service Department business with other City Departments as needed and/or required.


• Communicate daily, timely, professionally, and cordially with the City staff and members of the public.


• Provides general administrative support for all functions of the Service Department, including but not limited to mailings, written memos, record maintenance, and responding to phone calls, e-mails, and walk-in assistance requests from the public.


• Schedule and coordinate with City staff, other departments, and residents.


• Demonstrate continuous effort to improve operations, decrease turnaround time, streamline work processes, as well as triage issues, problems, and work order requests.


• Review and process a variety of monthly invoices from vendors, contractors, and consultants and process invoices to the Finance Department for payment.


• Submits requisitions to the City's Finance Department for the issuance of Purchase Orders.


• Tracks and maintains all daily work activities, and material usage.


• Serves as the back-up to the Office Coordinator position in their physical absence.


• Troubleshoot problems and work to solve problems/issues reported by residents.


• Demonstrate superior customer service skills when assisting residents.


• Use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

Necessary Competencies:

• Excellent verbal and written communication skills.


• Customer service focus.


• Solves problems independently with direction commensurate with the task.


• Strong attention to detail.


• Works effectively with a team environment.


• Basic mathematics and accounting knowledge.


• Knowledge in the complete Microsoft Office Suite.

Requirements:

Experience:

• A minimum of 2-years' experience working in an administrative setting with front-facing customer service is required.


• Excellent time management skills and ability to multi-task and prioritize work.


• Prior municipal work experience is preferred but not required.

Education:

• Either a High School Diploma or GED is required.


• An Associate's Degree or Bachelor's Degree is preferred.

Additional Requirements:

• Valid State of Ohio Driver's License in good standing is required.

Physical Demands:

• Ability to both stand and sit for extended periods of time.


• Ability to clearly and effectively communicate in-person, on the phone and in e-mail correspondence.


• Ability to multi-task in an office environment.


• Ability to lift up to twenty-five pounds occasionally.

Salary Information:

• The starting pay rate will be determined by the candidate's experience, education, and other applicable factors.


• The complete pay range for this non-exempt role is $12.00/hour (minimum) - $40.00/hour (maximum) in accordance with a Level 4 Non-Exempt role.

Application Process:

• Interested candidates must follow the application process through the City of Independence website.

Americans with Disabilities Act:

• The City of Independence is committed to providing reasonable accommodation(s) to qualified individuals with disabilities.

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The City of Independence is an Equal Opportunity Employer and does not discriminate against race, color, religion, sex, national origin, age, disability, or genetic information. This position is an "at will" position, and the successful candidate serves at the pleasure of the City of Independence, Ohio leadership.

https://www.independenceohio.org/departments/service/index.php