SUMMARY:

Provide clerical support for the City Administrator, Senior Staff and other city employees, as needed. Receive visitors, answer calls, and provide accurate information to customers, or direct them to appropriate city departments. Receive and appropriately distribute mail and packages internally each day. Deliver mail and packages to the Post Office or appropriate parcel service each day. Draft correspondence, resolutions, ordinances and other documents or reports, as directed. Attend City Council meetings as required, prepare agendas, take and draft meeting minutes. Attend other committee or board meetings as assigned. Purchases office supplies as needed. Participate in the arranging of meetings and travel accommodations, including credit card check out and vehicle transportation. Receive and issue park reservation requests and coordinate the same with the Parks Division. Receive and process special event permit applications and coordinate the same with appropriate City departments.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following (other duties may be assigned):

PUBLIC RELATIONS/CLERICAL: Provide clerical support for the City Administrator, Senior Staff and other city employees, as needed. Receive visitors, answer calls, and provide accurate information to customers, or direct them to appropriate city departments. Receive and appropriately distribute mail and packages internally each day. Deliver mail and packages to the Post Office or appropriate parcel service each day. Draft correspondence, resolutions, ordinances and other documents or reports, as directed. Attend City Council meetings as required, prepare agendas, take and draft meeting minutes. Attend other committee or board meetings as assigned. Purchases office supplies as needed. Participate in the arranging of meetings and travel accommodations, including credit card check out and vehicle transportation. Receive and issue park reservation requests and coordinate the same with the Parks Division. Receive and process special event permit applications and coordinate the same with appropriate City departments.

ANNUAL BUSINESS LICENSES/VOTER REGISTRATIONS/ELECTIONS: Receive applications for and renewals of City issued liquor licenses. Receive and assist with the applications for the renewal of Pawn Broker licenses. Provide assistance through the Administrative Services Director to the Fremont County Elections Office with general, primary, and/or special elections and voter registrations.

RECORDS MANAGEMENT: Under the guidance of the Records Management Officer, work with all departments in conforming to the established records retention policies. Assist with the City's record retention and may serve as custodian of records in the absence of the Records Management Officer to include security of said records and dissemination of any associated information as assigned.

PUBLIC NOTICES: Advertise agendas, and meetings according to statutory requirements. Maintain updates on legal publications. Prepare and distribute City Council and committee agendas; prepares and/or publishes all necessary public notices, ordinances, and resolutions at the direction of the City Clerk. Assist in the preparation of official city records including minutes of meetings, ordinances, resolutions and other legal documents.

WEBSITE, GENERAL EMAIL, AND SOCIAL MEDIA ADMINISTRATION: Organize and maintain the City's digital calendar, publish content and assist in the maintenance of the City's webpage, and receive and filter general emails to appropriate departments. Responsible for the City's social media presence and responding to social media inquiries. Maintain a positive tone to all posts and create/manage posts to help inform the public on City business and/or interests.

FINANCE DEPARTMENT COORDINATION: Assist in processing financial claims, including accounts payable and accounts receivable,when necessary and coordinated by the Administrative Services Director. Receive payments in accordance with the City's Cash Handling Policy.

INTERDEPARTMENTAL COOPERATION: May assist other departments with duties assigned and coordinated by the Administrative Services Director and/or City Administrator. Other duties may be assigned.

SUPERVISORY RESPONSIBILITIES: None

SUPERVISION RECEIVED: Works under the general supervision of the Administrative Services Director. In an effort to create organizational clarity, and to empower its employees, the City of Riverton has identified ten core competencies that all employees are expected to meet in order to help fulfill the mission of the City. It is expected that employees will meet their responsibilities as detailed below, including observable commitment to the mission of the City and these values.

Adaptability: Adapts to changes in work environment, procedures, and assignments; Manages competing demands; Accepts criticism and feedback; Changes approach/method to best fit the situation/work assignment.

Communication: Expresses ideas and thoughts both verbally and in written form; Exhibits good listening and comprehension; Keeps others adequately informed; Selects and uses appropriate communication methods.

Cooperation: Establishes and maintains effective relations; Displays positive outlook and pleasant manner; Exhibits tact and consideration; Offers assistance and support to co-workers; Works cooperatively with supervisor and co-workers.

Customer Service: Displays courtesy and sensitivity; Manages difficult / emotional customer situations; Responds promptly to customer needs; Meets commitments; Solicits customer feedback to improve service.

Dependability: Consistently reports to work on time ready to begin work; Responds promptly to requests for service and assistance; Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments.

Initiative: Volunteers readily; Seeks increased responsibility; Identifies opportunities to improve systems & procedures; Asks for help when needed.

Job Knowledge: Competent and knowledgeable in key result areas; Exhibits ability to learn and apply new skills; Requires minimal supervision; Displays understanding of how job relates to others.

Judgment: Displays a willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision making process; Makes timely decisions.

Planning & Organization: Prioritizes and plans work activities; Uses time efficiently; Plans and uses available resources; Works in an organized manner.

Quality: Demonstrates accuracy and thoroughness; Displays commitment to excellence; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.

City of Riverton jobs

Administrative Assistant