Administrative Assistant - City of Clinton Iowa : Job Details

Job Summary:

The Administrative Assistant is a mid-level administrative position responsible for providing high-level support to department leadership and staff. This role involves handling confidential information, managing office operations, coordinating projects, and ensuring efficient workflow. The position requires initiative, discretion, and the ability to perform complex administrative tasks with minimal supervision in a dynamic municipal environment.

Key Responsibilities:

• Administrative Support:

Manage schedules, appointments, and meetings for department leadership.

Prepare, proofread, and edit correspondence, reports, and presentations.

Handle confidential and sensitive information with discretion.

• Customer Service:

Greet visitors and respond to inquiries professionally.

Answer, screen, and direct phone calls; take and relay messages as needed.

Address complaints and resolve issues or escalate them to the appropriate person.

• Office Management:

Maintain office supplies and inventory; process purchase orders and invoices.

Organize and maintain filing systems, both electronic and physical.

Ensure smooth operation of office equipment and coordinate maintenance or repairs.

• Project Coordination:

Assist with special projects, including research, data analysis, and report preparation.

Coordinate events, training sessions, and meetings, including logistics and materials.

Track and follow up on project deadlines and deliverables.

• Financial and Records Management:

Process payroll, invoices, and reimbursements accurately.

Reconcile department budgets and monitor expenditures.

Maintain accurate records and ensure compliance with city policies and procedures.

Competencies:

• Strong organizational and time-management skills.
• Excellent verbal and written communication abilities.
• Proficiency in office software, including Microsoft Office Suite and database management.
• Ability to handle multiple tasks simultaneously and meet deadlines.
• Strong interpersonal skills to build positive relationships with staff, elected officials, and the public.

Qualifications:

• Education:

High school diploma or GED required.

Associate's or bachelor's degree in business administration, public administration, or a related field preferred.

• Experience:

Minimum of 4 years of progressively responsible administrative experience.

Experience in a municipal or government setting is highly desirable.

• Skills:

Advanced knowledge of office procedures, equipment, and software.

Strong problem-solving skills and the ability to work independently.

Familiarity with budget preparation and financial reconciliation.

Licenses Iowa Public Notary highly desirable.

Physical Demands and Work Environment:

• Regularly required to sit, stand, and use hands for typing and handling documents.
• Occasionally required to lift or move objects up to 25 pounds.
• Work is typically performed in an office environment with moderate noise levels.

Additional Requirements:

• Must be a U.S. citizen and live within 20 air-miles of City Hall prior to starting.
• Non-user of tobacco products or vaping.
• Subject to a criminal background check.

This job description outlines the primary responsibilities and qualifications for the Administrative Assistant position. Employment is at-will, and are expected to adhere to the City Employee Handbook. Reasonable accommodations will be made for individuals with disabilities to perform essential job functions upon request. If you need a reasonable accommodation, please reach out to the Human Resources department at [email protected] .