Administrative Assistant I

Administrative Assistant I

Vacancy expired!

Incumbents are responsible for providing routine, standard clerical and administrative support to a department or function.

REPORTING STRUCTURE:
Receives direction from assigned supervisor.

Typical Class Essential Duties

1. Responds to routine requests for information; answers questions; directs callers and visitors to appropriate internal departments or individuals; takes and transmits messages; communicates with the public regarding fees, policies, rules and general information about a division, facility, or event.

2. Enters information into applicable databases and/or other computerized systems to collect and maintain records and information in an assigned area of responsibility with most work performed having at least one level of review.

3. Files documents alphabetically, numerically, or by other prescribed methods; locates missing files; and purges obsolete files according to retention guidelines.

4. Performs various routine clerical duties utilizing standard office equipment including basic research, making photocopies, and faxing documents and may assist with basic troubleshooting with office equipment.

5. Receives, processes, sorts, and/or distributes a variety of mail, internal correspondence, materials, invoices, payments, and/or other applicable items.

6. Maintains and orders clerical supplies as needed.

7. Runs standard reports according to established timelines, or as directed.

8. Processes accounts payable and/or receivables including calculating and determining settlements or adjustments; research, track and coordinate all accounts payable and/or receivables for an assigned area.

9. Represents the City of Casper by responding to the public, citizens, its employees, and others in a prompt, professional, and courteous manner while continuously maintaining a positive customer service demeanor.

10. Performs other duties of a similar nature or level.

Knowledge: (position requirements at entry):
Knowledge of:

• Customer service principles.
• Basic math.
• Basic inventory management principles.
• Basic record keeping and file management principles.

Abilities: (position requirements at entry):
Ability to:

• Organize records in an easily retrievable fashion.
• Work on a variety of tasks simultaneously.
• Routinely demonstrate the City of Casper core values.
• Perform basic math calculations.
• Maintain confidentiality.
• Learn and follow applicable procedures and policies.
• Accurately proofread numerical and text data.
• Accurately type documents at a reasonable rate of speed.
• Answer phones and provide assistance to customers via multiple modes of communication.
• Be flexible with assignments which may change.
• Prepare clear, accurate and concise reports.
• Become proficient in all equipment, machinery and/or software required to accomplish assigned tasks.
• Maintain a neat and professional appearance.
• Communicate effectively verbally and in writing.
• Follow written and verbal instructions and direction.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Follow all City safety rules and procedures and immediately report all accidents/incidents or unsafe conditions to a supervisor.

Skills (position requirements at entry):
Skill in:

• Providing customer service.
• Maintaining accurate records and files.
• Typing and data entry.
• Maintain confidentiality.
• Operating in a courteous, knowledgeable and tactful manner with customers, staff and the general public.
• Oral and written communication, sufficient to exchange or convey effective information and to receive work direction.

Training, Experience & Certifications
Education and Experience:

• High school diploma or equivalent (G.E.D.) required.

Licensing and Certifications:

• Possession of a valid Wyoming Driver’s License preferred.
• May require being, or obtaining, a Notary Public designation.

Supplemental Information & Physical Requirements

The above job description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the business needs of the department.

This position may be eligible to naturally progress to an Administrative Assistant II. Prior to any natural progression, a Department Head must justify that there is an operational need, and budget accordingly, prior to an incumbent obtaining the necessary requirements, or regularly performing work at the higher level.

Women, minorities, and individuals with disabilities are encouraged to apply.

Employment with the City of Casper is contingent upon a successful background screen and pre-employment drug test.

As a condition of employment, the successful candidate must utilize direct deposit for payroll purposes.
Driving records are required for all new employees regardless of the position's driving requirements. If the employee has not held a Wyoming driver's license for the last three years, the employee must provide at their own initiation and expense a driving record from their previous state(s) of residence.

Physical and Environmental Conditions:
City of Casper employees that perform safety sensitive tasks are subject to pre-employment and/or random drug testing. These tasks include, but may not be limited to:

• Emergency response/rescue
• Handling or working with hazardous materials, including chemicals as well as solid and liquid waste
• Operating or maintaining water and wastewater systems
• Maintaining City computer and data systems including networks, servers, communication systems, etc.
• Driving for the City of Casper, whether essential or non-essential
• Operating power-driven machinery or equipment
• Handling confidential information, including personnel, health, financial, or attorney-client information
• Working with or around children

Positions in this class typically require: stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, grasping, talking, hearing, seeing and repetitive motions.

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Incumbents in this position work indoors in an office environment and are subject to the common noises associated with office work including telephones, copiers, and printers. The position requires frequent sitting, typing, and customer contact, both by telephone and in person.

Job Type: Full-time

Pay: $16.24 - $21.92 per hour

Schedule:

• 4 hour shift
• Day shift
• Monday to Friday

Work Location: One location