Administration Admin Asst. II

The City of Newton Administration is hiring an Administrative Assistant II to be the face of the agency. If you are interested in the opportunity to serve the community and problem solve this is the position for you. Please apply now.

Position Summary

The Administrative Assistant will possess an energetic, outgoing personality who enjoys interacting with others. Under the supervision of the City Clerk, the Administrative Assistant is an outward facing position that serves as the face of the community through front desk work and incoming phone lines. This position performs advanced clerical, bookkeeping and secretarial related tasks for Administration, Planning, Engineering and Development. Additionally, this position assists with various projects and reports for the City Planning Commission, boards and committees. The employee only receives detailed instructions when assignments vary from established procedures. The Administrative Assistant handles important and confidential documents and correspondence. While duties follow prescribed policies and procedures, the Administrative Assistant is expected to act responsibly and independently in performing these duties.

Essential Functions:

• Provides general administrative assistance in meeting scheduling, correspondence on behalf of administrative, engineering or planning staff, filing, mail;
• Answers the telephone and directs calls to the appropriate person;
• Provides information and receives and answers public complaints and inquiries both in person and by telephone;
• Schedules meetings;
• Complies and distributes agenda packets for Planning Commission, Community Development Commission, Main Street, Land Bank, Convention and Visitor's Bureau, Historic Preservation Commission and copies and distributes City Commission packets;
• Assists the Engineering Dept. staff in processing paperwork for building permits, general construction permits and environmental inspection reports and letters;
• Diffuse and resolve volatile situations involving upset customers;
• Calculate fees and charges for rentals, permits, and balances daily receipts;
• Enters information into the lncode system;
• Responsible for all incoming and outgoing mail;
• Provides assistance to and coverage in absence of the Engineering Administrative Assistant;
• Attends Planning Commission meetings, assembles packets for distribution and records the minutes;
• Provides coverage in the absence of the City Clerk;
• Assists with special projects from Administration/Development staff;
• Compiles information for various reports

Marginal Functions:

• Accepts petitions, lawsuits, summons, and claims against the City;
• Furnishes the general public with information on municipal ordinances;
• Performs other duties as needed or assigned.

Position Requirements:

Experience: Three years advanced clerical and bookkeeping experience including proficiency in Microsoft Office Suite is required. Experience in position with frequent public contact. Experience working with the lncode system is preferred. The employee is expected to perform the job reasonably well after six months in the position. Must have a valid driver's license with a good driving history.

Education: High School diploma or GED with coursework in clerical and business applications. Prefer a minimum of an Associates in Business or related field. Will be required to obtain National Incident Management System (NIMS) Training, ISO 100, 200 and 700.

Skills: Thorough knowledge of office procedures and practices. Ability to multi-task is essential. Organizational skills are required. Ability to use other office equipment and machines such as photocopier, postage machine, recording and transcribing equipment. Must be proficient with Microsoft Office suite software, especially Excel and Word, and have the ability to learn other software as needed. Must have the ability to effectively communicate and interact with internal and external customers from a wide range of backgrounds with differing levels of education. Ability to use ADP software.

Problem Solving: Problem solving exists in this position with the ability to solve unusual problems. Problems include handling citizen concerns and customer complaints.

Decision Making: Decision making exists in this position when supervisory personnel are not present. Decisions include prioritizing work assignments and the ability to explain to customers when a permit is needed.

Accountability: Employee will assist in preparing documents in a timely manner. Employee also is responsible for taking messages and routing information accurately. In addition, the employee is sometimes privy to sensitive and/or confidential information and is expected to guard the confidentiality of the information. Employee is responsible for funds collected.

Personal Relations: Continual contact with other city departments and the public will involve both the exchange and interpretation of information with people at a number of levels both inside and outside the agency. Ability to work as a team and cover duties at the reception desk as needed.

Supervisory Responsibilities: None.

Working Conditions: The normal working environment is an office setting which may involve working with upset or irate customers. Must be comfortable sharing workspace with coworkers and assuring continuous staffing of reception desk. Maintain a professional appearance.

Physical Requirements:The Administration Assistant's physical job demands include Occasional Bend/Crouch; Occasional Carry of <5 lbs; Occasional Foot Coordination; Constant Hand Coordination; Occasional Lift of up to 50 lbs from Floor to Waist; Occasional Horizontal Push/Pull of up to 12 lbs; Occasional Forward Reach; Constant Sit; Occasional Stand; Frequent Walk. Refer to Job Analysis.

PDC Level: Medium.