Administrative Assistant City Manager's Office (638)

CITY OF OVERLAND PARK - POSITION DESCRIPTION

TITLE:	Administrative Assistant City Manager's Office
REPORTS TO:	Assistant City Manager (7)
DEPARTMENT:	City Manager
DIVISION:	City Manager 1210

JOB NO:	638
BAND/LEVEL:	GRADES NON-EXEMPT - B
FLSA STATUS:	Exempt
FT/PT/SEASONAL:	Full-Time

Performs a variety of administrative support duties to the Mayor, Governing Body, and City Manager's senior staff. Types routine to complex correspondence, reports and other documents. Compiles data and prepares statistical reports. Establishes and maintains manual and computerized files, records, and logs. Answers questions and provides information. Answers phones and takes messages. Processes invoices and purchase orders. Assists with special event planning and special projects. May have various other duties.

Provides administrative support to the Mayor, Governing Body, and City Manager's senior staff. Schedules appointments as necessary, processes invoices, and prepares check requests and purchase orders, manages purchasing card records with assistance from other staff. Coordinates travel arrangements for Mayor, Governing Body, City Manager and City Manager's Office staff for attendance at various out-of-town conferences. Makes and confirms reservations, secures travel advances, and prepares itineraries and trip packets for each traveler. Assists in preparation of expense statements upon traveler's return. Coordinates arrangements for City Manager's Office staff to attend meetings/luncheons/dinners of Chamber, Convention & Visitors Bureau, Mid-America Regional Council and similar organizations. Maintains awareness of requirements of Kansas Open Meetings Law in scheduling or being notified of meetings to be attended by members of Governing Body. Prepares call and notice of meeting as required; reminds others of this responsibility as needed. Assists with details of Mayoral events such as the Volunteer Reception and the Mayor's tree-lighting ceremony, in conjunction with other staff. Provides logistical support; orders supplies, equipment, periodicals, and miscellaneous items; processes invoices, mileage forms, check requests, and purchase orders; back up for petty cash for use by Governing Body and City Manager's staff. Supports reception operations in City Manager's Office through greeting guests, answering phone calls and performing clerical tasks. Maintains applicable department files in accordance with retention policy. Assists in the fixed asset management of the department. Assists in emergency operations and incident management activities, as required. Keeps informed of City events and issues by reading various memos, reports, and periodicals to enhance knowledge of issues currently under consideration and services offered throughout the city. Types and proofreads a variety of routine to complex documents including general correspondence, reports, memos, letters, forms and statistical charts; types from rough draft, verbal instructions or recordings from one or more members of management or staff. May process and track resident requests for service in a work management system. May act as a receptionist; answers telephone and waits on general public; provides routine and general information on departmental and City policies and procedures as required; refers telephone calls to appropriate department personnel. May process personnel, payroll and purchasing information; order and maintain office supplies; and reconcile invoices. Performs miscellaneous and general office duties as needed. The employee must work the days and hours necessary to perform all assigned responsibilities and tasks. Must be available (especially during regular business hours or shifts) to communicate with subordinates, supervisors, customers, vendors and any other persons or organization with whom interaction is required to accomplish work and employer goals. The employee must be punctual and timely in meeting all requirements of performance, including, but not limited to, attendance standards and work deadlines; beginning and ending assignments on time; and scheduled work breaks, where applicable.

GENERAL QUALIFICATIONS

EDUCATION & SPECIAL LICENSE(S)/CERTIFICATIONS: Basic education which includes courses in typing, basic mathematics, bookkeeping, and operation of office machines and personal computers (word processing, spreadsheets, and Presentations) or an equivalent combination of education and work experience. If the job is required to access the Kansas Criminal Justice Information System, you must be at least 18 years of age. EXPERIENCE: Two to three years administrative and clerical experience including use of PC. SKILLS: Basic math and accounting skills. Good oral and written communication skills. Interpersonal skills. Proficient typing and data entry skills. Good listening skills. Working knowledge of word processing, spreadsheets, databases, eMail, and calendaring computer software applications. MENTAL REQUIREMENTS: Analytical skills. Ability to prioritize multiple tasks. Ability to work independently. Ability to learn and understand PC software applications. Diplomacy and judgment. Organizational skills. Ability to work in a hectic environment with many interruptions. Ability to comprehend and protect confidential and sensitive information . Concentration. Alpha and numeric recognition. PHYSICAL REQUIREMENTS: Hand and eye coordination adequate to input computer, operate typewriter, calculator and other office equipment. Ability to make and receive phone calls. Visual stamina and acuity adequate to review alpha/numeric data and to spend long periods looking at computer screens. SUPERVISORY RESPONSIBILITY (Direct & Indirect): None. The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.