Administrative Assistant

City of Casper; Casper (WY); On-site; USD 36,000 - 48,000; Full time

Job summary

City of Casper is seeking an organized Administrative Assistant to support the daily operations of Casper Area Transit. You will be the first point of contact for customers and staff, delivering exceptional service while keeping office operations running smoothly.

Responsibilities include answering phones, processing payments, maintaining records, preparing reports, and coordinating calendars and events in a fast-paced municipal environment.

Qualifications

• High school diploma or GED required.
• Minimum of one year of experience in a clerical or administrative support position.
• Local government experience preferred.

Responsibilities

• Welcome customers, visitors, and employees with professionalism and courtesy.
• Answer phones, respond to questions, and direct inquiries to staff.
• Process accounts payable and receivable, payments, invoices, and related records.
• Maintain files, records, and databases with accuracy.
• Prepare reports, correspondence, and other documents.
• Coordinate calendars, meetings, projects, and events.

Skills

Customer service

Data entry

Telephone skills

Time management

Written communication

Education

High school diploma or GED

Tools

Microsoft Office

Job description

Join a team that keeps Casper moving.

The City of Casper is seeking an organized, customer-focused Administrative Assistant to support the daily operations of Casper Area Transit. If you enjoy helping people, thrive in a fast-paced office environment, and take pride in keeping operations running smoothly, we’d love to hear from you.

Class Summary

Assigned to: Casper Area Transit

Join a team that keeps Casper moving.

The City of Casper is seeking an organized, customer-focused Administrative Assistant to support the daily operations of Casper Area Transit. If you enjoy helping people, thrive in a fast-paced office environment, and take pride in keeping operations running smoothly, we’d love to hear from you.

As the first point of contact for many customers and employees, you'll play an important role in delivering exceptional service while providing administrative support that helps our public transit system operate efficiently.

What You'll Do

In this role, you'll perform a variety of administrative and customer service duties, including:

• Welcome and assist customers, visitors, and employees with professionalism and courtesy.
• Answer phones, respond to questions, and direct inquiries to the appropriate staff.
• Process accounts payable and receivable, payments, invoices, and related financial records.
• Maintain files, records, and databases with accuracy and attention to detail.
• Prepare reports, correspondence, and other documents.
• Coordinate calendars, meetings, projects, and special events.
• Order and maintain office supplies and assist with office organization.
• Process incoming and outgoing mail and other departmental communications.
• Support Transit staff with administrative projects and provide backup assistance as needed.
• Represent the City of Casper by providing outstanding customer service every day.

Incumbent is responsible for performing semi-skilled administrative support to a single specified area or division.

Reporting Structure

Receives general supervision from a Supervisor or Division Manager.

Typical Class Essential Duties

• Serves as a primary customer service function to a specified division(s) or area and performs semi-skilled administrative support with some independence, including responding to routine requests for information, directing callers and visitors to appropriately to internal departments or individuals; taking and transmitting messages; communicating with the public regarding fees, policies, rules and general information about a division, facility, or event.
• Performs various clerical duties utilizing standard office equipment including basic research, making photocopies, and faxing documents, ordering office supplies, filing and record retention. Utilizes software systems and databases; data entry to collect and maintain records.
• May train others on administrative level work and temporarily assist in other departments as needs arise in the organization.
• Processes accounts payables and/or receivables including calculating and determining settlements or adjustments; accepts payments; may maintain a petty cash supply; and researches, tracks and coordinates all accounts payables and/or receivables for an assigned area.
• Receives, processes, sorts, and/or distributes a variety of mail, internal correspondence, materials, invoices, payments, and/or other applicable items.
• Runs standard reports according to established timelines, or as directed.
• Assists in the coordination and administration of calendaring, special projects, events, and/or programs as assigned.
• 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.
• Performs other duties of a similar nature or level.

Knowledge Of

Knowledge (position requirements at entry):

• Customer service principles.
• English language, grammar, and punctuation.
• Basic mathematical principles.
• Baisc record keeping and file management principles.
• Time management tools.
• Modern office procedures, methods and use of technological equipment including database management and computer software programs such as Microsoft Office.

Ability To

Abilities (position requirements at entry):

• Organize records in an easily retrievable fashion.
• Routinely demonstrate the City of Casper core values.
• Operate modern office equipment, software and operating systems/applications.
• Maintain confidentiality.
• Learn and follow applicable procedures and policies.
• Accurately proofread numerical and text data.
• Accurately type documents at a reasonable rate of speed.
• Learn and follow applicable procedures for accounts payable/receivable and Municipal budgets.
• Learn and follow applicable procedures for maintaining accurate records and comply with record retention guidelines.
• Trouble shoot on office equipment.
• Order and maintain office supplies.
• Meet deadlines.
• Work on a variety of tasks simultaneously.
• Work with some level of independence and may lead others with administrative duties.
• Perform basic research and review of data.
• Prepare basic reports and written correspondence.
• Make travel arrangements.
• Maintain a neat and professional appearance.
• Communicate effectively verbally and in writing.
• Follow written and verbal instructions.
• 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.

Skill In

Skills (position requirements at entry):

• Providing customer service.
• Proofreading and editing documents.
• Scheduling calendars and coordinating meetings and/or events.
• Typing and data entry.
• 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.
• Operating modern office equipment, software and operating systems/applications.
• Note taking.
• Accounts payable/receivable.
• Maintaining confidentiality.
• Time management.
• Creating clear and concise reports.
• Conflict management and problem solving.

Training, Experience & Certifications

Education And Experience

• High school diploma or equivalent (G.E.D.) required.
• Minimum of one (1) year of experience working in a clerical or administrative support position.
• Local government experience preferred.

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.

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.

The City of Casper utilizes 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 initiative and expense a driving record from their previous state(s) of residence.

Physical And Environmental Conditions

City of Casper employees in data creation and modification, security sensitive or safety and protective positions are subject to pre-employment drug testing. Some employees may be subject to random drug testing if their responsibilities include:

• 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
• Writing or modifying code, maintaining or modifying City data systems including work on networks, servers, and communication systems
• CDL operations and driving
• Operating power-driven machinery or equipment
• Creating or modifying health, financial, security and or risk documents or assessments
• Working with or directing minors

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.