Administrative Assistant, Perrysburg

Administrative Support Clerk
The purpose of this classification is to provide administrative and clerical support to the assigned Department, Division, or Office.
Essential Functions: The following duties are normal for this position.
The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.
Other duties may be required and assigned.
Coordinates and provides administrative/clerical support for an assigned department: processes a variety of documentation associated with department operations within designated timeframes and per established procedures; and maintains confidentiality of departmental documentation and issues.
Provides administrative support to department management and/or staff: relieves management staff of routine administrative tasks: greets and directs visitors; screens telephone calls, mail, and other communications; types, composes, edits, or proofreads correspondence on behalf of management staff; records and/or transcribes correspondence, statements, minutes, or other information; and keeps management informed of significant matters, messages, documentation, or other information.
Serves as liaison between department leadership and other departments/divisions, staff members, City officials, the public, community leaders, outside agencies, or other individuals or organizations for the distribution and receipt of routine information: conveys information among department personnel; and circulates documentation to appropriate departments.
Answers telephone calls and greets visitors: ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; responds to requests for service/assistance; retrieves messages from voicemail; initiates and returns calls as necessary; and relays calls/messages.
Performs customer service functions in person, by telephone, by email, or by mail: provides information or assistance regarding department/division services, activities, forms, procedures, fees, or other issues; receives and/or disseminates forms/documentation; responds to routine questions/complaints; researches problems; initiates problem resolution; and refers complaints/problems to appropriate personnel.
Maintains calendar/schedule of activities for department management and department activities: schedules and confirms appointments, meetings, interviews, conferences, training activities, or other activities; coordinates travel arrangements, accommodations, conference registrations, or other travel-related plans; updates calendar on a regular basis; and notifies parties involved of changes.
Coordinates arrangements for various meetings: notifies participants of scheduled meetings; prepares meeting notices, agendas, and meeting packets; coordinates room reservations, setup, refreshments, and equipment required for meetings; attends meetings; records and/or transcribes meeting minutes; distributes documentation; and maintains related records.
Processes documentation for the department pertaining to financial operations, such as budget reports, purchase orders and requisitions, accounts receivable, and other administrative processes: creates invoices and forms; researches discrepancies; assigns proper accounting/budgetary codes; obtains proper signatures; and forwards for payment.
Processes incoming/outgoing mail: sorts, organizes, opens, and/or distributes incoming mail; signs for incoming mail/packages and delivers to appropriate personnel; processes outgoing mail; and processes bulk mailing projects.
Performs related duties in support of department operations: receives and processes payments for department services, City fees, etc., and prepares related deposits; assists with and coordinates department events; and participates in special projects.
Processes a variety of documentation associated with department/division operations, within designated timeframes and per established procedures: prepares, completes, receives, reviews, processes, forwards, or retains, as appropriate, various forms, reports, correspondence, budget reports, purchase requisitions, invoices, patient reports and records, and other documentation; compiles data for further processing or for use in preparation of department reports; and maintains computerized and/or hardcopy records.
Communicates with supervisor, other City employees, City officials, community leaders, outside agencies, third-party service contractors, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
Operates various equipment as necessary to complete essential functions: operates a personal computer to enter, retrieve, review, or modify data, utilizing word processing, spreadsheet, database, presentation, Internet, e-mail, or other software; and operates general office or other equipment.
Additional Functions: Performs other related duties as required.
Minimum Qualifications: High school diploma or GED required; supplemented by two years of experience in administrative support, accounts payable/receivable, or related; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
Specific Licenses or Certifications Required: Must possess and maintain a valid driver's license.
Specific Knowledge, Skills, or Abilities: Must be able to demonstrate proficiency in the performance of the essential functions and learn, comprehend, and apply all City or departmental policies, practices, and procedures necessary to function effectively in the position.
Performance Aptitudes: Data Utilization: Requires the ability to review, classify, categorize, prioritize, and/or analyze data.
Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.
Human Interaction: Requires the ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.
Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
Functional Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.
Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.
The City of Perrysburg is an Equal Opportunity Employer.
Due to the Public Records Laws in Ohio, properly redacted application materials cannot be kept confidential.
The City of Perrysburg benefit package includes the following:
Health insurance, including Rx and dental insurance, is available through the City.
Employees currently contribute a 10% premium.
We have two medical plans available: a traditional plan and an HSA-eligible plan.
Vacation: 10 days upon hire through 5 years; 15 days after 5 years through 11 years; 20 days after 11 years through 19 years; 25 days after 19 years through 26 years; and 30 days after 26 years.
Candidates with prior public service credits will be eligible to be placed at a step commensurate with their years of public service.
The City observes 12 paid holidays.
Sick leave may be transferred from other Ohio public jurisdictions provided it has not been cashed out.
Sick leave is accumulated at the rate of 15 days per year.
There is no maximum accumulation.
Unused sick leave is paid according to a formula if an employee leaves, upon normal retirement, with at least 10 years of service or, upon voluntary separation, after 15 years of service.
This position is eligible to participate in the City's Deferred Compensation Program 2, whereby the City will match employee contributions up to 3% of the base salary.
The City also has its own Health and Wellness Clinic.
The Clinic is available to employees and their dependents who are covered by our health insurance plan.
Most services the Clinic provides are at no cost to the employee, including lab work or any prescription medication that is dispensed there.
The City will provide term life insurance at $45,000 after the first of the month following one month of continuous employment.
Paid Parental Leave is available after one year of service.