Administrative Assistant City of Wilmington

City of Wilmington • Wilmington, OH • 3h ago

Full job description {#full-job-description tabindex="-1"}

Administrative Assistant Under general supervision, the Administrative Assistant performs a wide range of administrative, and office support activities facilitating the efficient operation of the department assigned. This is a full-time position with healthcare benefits, vacation, and sick leave. Preference may be given to current City employees who have satisfied their probationary period. Essential Job Functions

Greets visitors, guests, and the public through telephone or personal contact; answers phones provides general information, takes messages, or refers party to appropriate staff; may assist other staff and/or departments in providing telephone coverage.

Prepares and modifies documents including correspondence, reports, drafts, memos, and emails; enters and retrieves data, documents, and other records from computers; files documents, records, forms, requests, and maintains electronic and/or hard copy filing system for same; opens, sorts and distributes incoming correspondence; photocopies, faxes and mails; processes records, notices, requests, permits, and other document @types; may follow up on delinquent requests or responses; participates or coordinates direct mailings; assigns ticket or "in-house" tracking numbers to action items and distributes to appropriate staff, department or agency; may handle or process confidential and/or sensitive information such as payroll, employee records, accident and/or injury reports, vendor contracts, financial documents and tax records, and other @types of private and confidential matter of a personal nature.

Prepares purchase orders; reconciles statements and maintains balances on accounts; prepares vouchers for payment; assists with annual budget; prepares periodic reports to be distributed State, County, or City agencies or for department head use.

Designs and implements all forms and office procedures to keep the office running efficiently; resolves administrative problems and inquiries; maintains office supplies, materials, and equipment inventories; coordinates maintenance of office equipment; prepares written responses to routine inquiries; may require independent judgment to plan, prioritize and organize diversified workload and/or to recommend changes in departmental practices or procedures.

Schedules and coordinates meetings, appointments, and travel arrangements for department head or other staff; prepares agendas for meetings and prepares schedules; records, compiles, transcribes, and distributes minutes of meetings.

Coordinates and maintains records for staff such as expense reports, City's fleet vehicle registrations, vehicle accident reports, vehicle and equipment servicing records, and petty cash.

Requirements/Qualifications:

Must be at least 18 years of age.

High school diploma or GED; demonstrated training and/or experience in office practices and procedures; or any equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities.

Must possess a valid State of Ohio driver's license and must remain insurable under the City's vehicle insurance plan.

The pay rate for this position is consistent with the City's approved pay plan; this position is in grade 12 of the pay plan which starts at $23.20 per hour. The deadline to submit an application is Thursday, September 25, 2025, at 4:00 PM. The written test will be offered on two dates: Thursday, October 2, 2025 at 5:30 PM and Friday, October 3, at 9:00 AM. Testing will take place in the Community Room of the Municipal Building, located at 69 N. South Street, Wilmington, Ohio. The City of Wilmington is an equal opportunity employer.

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