Administrative Assistant On-Call (Temporary)

Administrative Assistant On-Call (Temporary)

EXEMPT : No

CLASSIFICATION : On-Call (Temporary)

REPORTS TO : Executive Administrator for the Town Manager's Office and Community & Economic Development

DEPARTMENT : Town Manager’s Office

HIRING RANGE : $40,863-$51,079 / Annually DOQ

SALARY RANGE : $40,863- $61, 295 / Annually DOQ

ORGANIZATIONAL COMPETENCIES AND CULTURAL VALUES

The mission of every employee at the Town of Frederick is to Foster an Exceptional and Inclusive Community that is Built on What Matters .

Each employee is measured by the ability to adhere to the Town’s core values of Family, Respect, Empowerment, and Dedication.

This position supports the goals of the Town by providing exceptional customer service supporting a variety of municipal functions potentially including Administration, Community & Economic Development, Town Clerk’s Office, Public Works, Utility Billing, and Finance.

JOB SUMMARY

The Administrative Assistant On-Call pool position is a temporary, non-benefitted position involving the performance of varied administrative work in various Town departments.

Instructions are received at the beginning of work and on new assignments, but regular routine assignments may be performed more independently as experience is gained.

Work is performed under supervision and requires discretion, initiative, and ability to maintain confidentiality and is usually reviewed for content and accuracy upon completion.

On-Call pool employees are considered after successfully passing the testing requirements of an Administrative Assistant and may be considered for a variety of temporary assignments.

Administrative Assistant On-Call employees may be hired under a different title and salary range depending upon the requirements of the temporary assignment.

The full salary range for this position is stated above. Starting wages are negotiable and dependent on the qualifications and experience of each individual candidate.

ESSENTIAL DUTIES / FUNCTIONS

The duties listed herein are illustrative of the essential duties of the job and do not include other nonessential or peripheral duties that may be required or assigned.

• Provides backup coverage for reception counters as needed.
• Drafts letters and provides routine correspondence as needed.
• Provides general file management assigned departments.
• Process invoices for multiple departments.
• Manage electronic and paper files.
• Schedules meetings and administers the supporting documents for those meetings.
• Schedule department events.
• Reply to online questions.
• Send out mailings.
• Order Supplies

KNOWLEDGE, SKILLS AND ABILITIES

• Ability to provide professional, courteous, and respectful service to members of the public regarding various topics and requests for service, including interactions by phone, in person, and through electronic communication.
• Must type with a high degree of speed and accuracy in a setting with many interruptions.
• Must be able to operate a personal computer and learn quickly to use the software programs of the department.
• Must have broad knowledge of general office skills and a working knowledge of office equipment, including but not limited to copiers, fax machines, scanners, computers, multi-line telephones, etc.
• Must be able to quickly acquire knowledge of departmental program structure (mission, goals, and objectives), department policies and procedures, and applicable Town procedures and practices.
• Must have a sound knowledge and ability in business correspondence, and an ability to proofread the grammar, spelling, and punctuation of self and others with high degree of accuracy.
• Must be able to do basic accounting and mathematical computations with a high degree of accuracy.
• Must be able to use independent judgment to effectively plan, coordinate and organize a variety of administrative and clerical support activities, as well as tasks that are complex, confidential and / or of a sensitive nature.
• Work cooperatively with others as a member of a service-oriented team.
• Ability to effectively set priorities, organize workload, handle multiple responsibilities, and meet deadlines.
• Ability to handle multiple interruptions and adjustments to priorities throughout the day.
• Ability to maintain strict confidentiality.
• Ability to communicate effectively with diverse individuals and to handle challenging situations calmly and efficiently.

EDUCATION, EXPERIENCE AND TRAINING

• High school diploma or equivalent required. Supplemental course work in business administration, office management, secretarial training or a related field is desirable.
• Three years of increasingly responsible secretarial or administrative office support experience preferred in a high public contact position.
• Proficiency in the use of a personal computer, with emphasis on word processing (40WPM with accuracy) utilizing Microsoft Word, Excel, and Outlook.
• Knowledge of general accounting.

WORKING ENVIRONMENT / PHYSICAL ACTIVITIES

The work environment characteristics described herein are representative of those an employee encounters while performing the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk, see, hear, and use hands and fingers to touch, handle, grasp, push and pull.

The employee is frequently required to stand, walk, sit, and reach with hands and arms. Work is generally performed in an office environment that may require bending, kneeling, and sitting for extended periods of time.

Light physical effort may be required by occasionally handling, moving, or lifting objects up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and the ability to adjust focus.

The incumbent must be able to handle the stress associated with a widely varying workload and consistently changing priorities and deadlines.

The Town of Frederick is an equal opportunity employer, and does not discriminate on the basis of age, race, color, ancestry, religion, creed, national origin, gender, physical or mental disability, sexual orientation, gender identity, or veteran status.

The Town complies with the Civil Rights Act of 1964, related Executive Orders 11246 and 11375, Title IX of the Education Amendments Act of 1972, Sections 503 and 504 of the Rehabilitation Act of 1973, Section 402 of the Vietnam Era Veteran's readjustment Act of 1974, the Age Discrimination in Employment Act of 1967, as amended, the Americans with Disabilities Act of 1990, the Civil Rights Act of 1991, and all civil rights laws of the State of Colorado.

Accordingly, equal opportunity of employment shall be extended to all persons and the Town shall promote equal opportunity and treatment through fair and equitable hiring practices.

The Town of Frederick Administration Building is located at 401 Locust Street, Frederick, CO 80530.