ADMINISTRATIVE ASSISTANT

The City of Kodiak is recruiting for a full-time Administrative Assistant in the City Clerk's Department. Under general supervision of the City Clerk, this position performs administrative and general office support duties for the Clerk's Department.

• General duties include, but are not limited to : providing customer service to the public; preparing meeting minutes and agendas, tracking work orders and related department activities;
• scheduling of facilities, preparing travel arrangements, maintaining supplies and materials; preparing activity logs; reviewing and reconciling data;

processing purchase orders; coordinating projects; and dealing with time sensitive situations. Routine contact with City staff, elected officials, outside agencies, and the general public.

The Administrative Assistant is responsible for providing administrative support to the department in an efficient and effective manner and is frequently required to make independent, sound judgments and to work without direct supervision.

The Administrative Assistant must perform these duties in a manner that reflects positively on the City and the department.

• Initiates, processes, and reviews routine and / or specialized paperwork, forms, reports, and / or confidential information related to assigned area of responsibility ensuring completeness and accuracy of information.
• Drafts general letters and correspondence for the City Clerk to review and sign.
• Prepares and / or enters a variety of information into applicable documents, spreadsheets, invoices, databases, logs, forms, and / or other related areas;

maintains related records; monitors and updates department databases.

Makes travel arrangements; schedules and coordinates meetings / facilities; retrieves information; and manages departmental calendars, schedules appointments for management staff and use of facilities as needed.

Tracks work orders and related department activities.

• Maintains and / or tracks budgets, prepares and manages purchase orders; performs basic account reconciliations.
• Assist with record keeping and files documents, alphabetically, numerically, or by other prescribed methods.
• Provide exceptional customer service and general assistance to City staff, elected officials, outside agencies, and the general public in person, by email, or by telephone.
• Assists with elections.
• Performs other duties as assigned.
• Must have a high school diploma or General Educational Development (GED) and one to three years of general office support experience;

or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

Must have a valid Alaska driver's license or the ability to obtain within 30 days of hire.

Must possess the ability to type at least a net speed of 40 words per minute.

PHYSICAL REQUIREMENTS : Positions in this class typically require : reaching, standing, walking, finger dexterity, grasping, lifting, carrying, pushing, pulling, stooping, bending, kneeling, crouching, reaching, twisting, feeling, talking, hearing, seeing and repetitive motions.

• Functions of this position require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time;
• to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard;

and to verbally communicate to exchange information.

Light Work : Exerting up to 25 pounds of force occasionally and / or up to 10 pounds of force frequently, and / or a negligible amount of force constantly to lift, carry, push, pull or otherwise move objects.

If the use of arm and / or leg controls require exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work.

WORKING CONDITIONS : Most work performed in an office environment with some out-of-office duties required.

A typing test must be submitted with the application. A certified typing test can be taken at the Kodiak Job Center or completed online by going to www.

typingtest.com and completing the '3 Minute Test' in any method and attach the results with employment application.