Administrative Support Clerk

Administrative Support Clerk

Administration

FLSA: Non-Exempt

JOB SUMMARY

This position is responsible for providing clerical and receptionist support for office operations.

MAJOR DUTIES

• Performs receptionist duties at City Hall; answers telephone and greets visitors; provides information and assistance; directs inquiries to appropriate office or staff.
• Receives, date stamps, sorts, and distributes incoming mail.
• Scans documents for archival files, maintains files and records.
• Assists in organizing Canton merchandise for sales.
• Updates the City's internal phone directory.
• Assists with a variety of city events.
• Prepares and distributes monthly meeting and event calendars.
• Attends committee meetings, takes notes, prepares minutes and distributes documents and information.
• Maintains the City calendar; schedules events, meetings, and vehicle reservations.
• Purchases supplies and materials for department.
• Coordinates the maintenance of office equipment.
• Performs related duties as assigned.

KNOWLEDGE REQUIRED BY THE POSITION

• Knowledge of modern office practices and procedures.
• Knowledge of computers and job-related software programs.
• Skill in the maintenance of files and records.
• Skill in the use of office equipment such as a computer, scanner, and copier.
• Skill in prioritizing and organizing work.
• Skill in the provision of customer service.
• Skill in oral and written communication.

SUPERVISORY CONTROLS

The City Manager, Assistant City Manager, or Executive Assistant assigns work in terms of general instructions. The supervisor spot-checks completed work for compliance with instructions and established procedures, accuracy, and the nature and propriety of the final results.

GUIDELINES

Guidelines include city and department policies and procedures. These guidelines are generally clear and specific but may require some interpretation in application.

COMPLEXITY/SCOPE OF WORK

• The work consists of related receptionist and clerical duties. Frequent interruptions and the need to multi-task contribute to the complexity of the position.

• The purpose of this position is to provide clerical and receptionist support for department operations. Successful performance contributes to the efficiency and effectiveness of those operations.

CONTACTS

Contacts are typically with co-workers, couriers, elected and appointed officials and members of the general public to exchange information, resolve problems, and provide services.

PHYSICAL DEMANDS/ WORK ENVIRONMENT

• The work is typically performed in an office while sitting at a desk or while intermittently sitting or standing. The employee is required to sit, stand, bend, reach and use hands and fingers to operate a computer, telephone, keyboard, or other office equipment.
• This position requires frequent verbal communication and active listening, including the ability to communicate clearly and effectively with customers, employees, and the public both in person and by telephone.

MINIMUM QUALIFICATIONS

• High school diploma or equivalent; 1 to 2 years of related experience.