Administrative Assistant

City of Shawnee; Shawnee (OK); Presencial; USD 19.000 - 27.000; Jornada completa

Descripción de la vacante

The City of Shawnee is seeking a non-exempt clerical professional to manage front-desk duties, typing, and document preparation in the Building and Engineering Department. This position involves reception, filing, and coordinating various department tasks while ensuring accuracy and compliance.

Responsibilities include budget support, purchase processing, and meeting secretarial duties. On-site work only, with potential for additional duties as required by City needs.

Formación

• Graduation from high school or equivalent.
• Proficiency in Microsoft Office (Word, Excel, etc.).
• Three years of progressively responsible secretarial experience.
• Must possess a valid Oklahoma Driver’s License and acceptable driving record.
• Must be bondable.

Responsabilidades

• Perform secretarial and administrative duties, including typing, proofreading, and preparing documents.
• Answer telephone, greet visitors, and direct inquiries as appropriate.
• Monitor and support department budgetary and financial activities and maintain records.
• Coordinate departmental programs and assist with contracts and purchasing.
• Prepare agendas, reports, and minutes for meetings.

Conocimientos

Microsoft Office

Writing skills

Communication skills

Organizational skills

Educación

High school diploma or equivalent

Descripción del empleo

DEPARTMENT

Building and Engineering

REPORTS TO

Director of Building and Engineering Services

FLSA STATUS

Non-Exempt

PAY RANGE

Grade 13/ Step 1 $16.48 Based on education and experience

REVISED

11/6/2026

SAFETY-SENSITIVE POSITION

This classification is a \"safety sensitive\" position as defined by the United States Department of Transportation drug and alcohol testing regulations, the Oklahoma Standards for Workplace Drug and Alcohol Testing Act and/or Oklahoma Medical Marijuana laws. As a safety-sensitive classification, the employee is subject to drug and alcohol testing, including random testing. Marijuana is included in the drug panel screening. Possession of a medical marijuana license does not excuse an employee from the testing process or from the consequences of testing positive for marijuana.

POSITION SUMMARY

This is a non-exempt clerical position. The incumbent employee receives office visitors, answers the telephone, takes messages, transcribes and types correspondence, compiles and type reports, files and performs other office duties. Work requires some individual judgment within established guidelines and statutory requirements. Job descriptions may be modified based on City needs and employees may be required to perform functions beyond those described below and employees are “at will employees” in that either party may terminate the employment relationship.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Perform secretarial and administrative duties, including typing, proofreading, and preparing correspondence, memos, agendas, reports, statistical charts, forms, and other documents from rough drafts or verbal instructions using word processing software;
• Acts as a receptionist by answering telephone and in-person inquiries, providing information, and directing callers and visitors as appropriate;
• Monitors and supports Building and Engineering Department budgetary and financial activities and maintains related records;
• Assists the Director of Building and Engineering Services in coordinating departmental programs and operations, including preparing specifications and contract documents for building and engineering construction projects, and provides assistance to other City departments as needed;
• Processes purchasing and accounts payable activities, including purchase requisitions, purchase orders, invoice submissions, and related recordkeeping;
• Prepares agenda packets, reports, and supporting documentation for the Traffic Commission and serves as Traffic Commission Secretary by recording, posting, and maintaining agendas, documents, and meeting minutes;
• Maintains departmental filing and recordkeeping systems, including hard-copy and electronic files; reviews records and forms for accuracy and completeness;
• Compiles, verifies, and maintains information and data for statistical, financial, and operational reports;
• Issues, receives, reviews, and processes applications, permits, orders, and other departmental forms and documents;
• May be required to step in as back up Permit Technician.
• Receives, sorts, distributes, and maintains incoming and outgoing correspondence;
• Performs general clerical and administrative support duties related to the assigned department or functional area;
• Maintains office supplies, equipment, and machines, ensuring proper use, operation, inventory, and upkeep;
• Coordinates meetings, conferences, travel arrangements, and itineraries for department personnel as assigned;
• Handles confidential and sensitive information with discretion, professionalism, tact, and diplomacy;
• Maintains effective working relationships with employees, representatives of federal, state, and local agencies, contractors, and the public while providing excellent customer service;
• May field visits to job sites to gather information, collect data, or provide administrative support related to departmental projects;
• Direct and monitors assigned departmental office activities and oversee departmental correspondence and records management functions;
• May operate a city-issued vehicle in the performance of assigned duties;
• Performs other duties and responsibilities as assigned.

MINIMUM QUALIFICATIONS

• Graduation from high school or equivalent;
• Proficiency in Microsoft Office software. (Specifically, Word, Excel, etc.), PLUS
• Three years of progressively responsible secretarial experience. Office management experience is desirable.
• Must possess a valid Oklahoma Driver’s License and driver’s record acceptable to the City’s insurance carrier.
• Must be bondable.

KNOWLEDGE, SKILLS AND ABILITIES

• Must be proficient in the use of computers, ability to hear and speak clearly, and communicate effectively;
• Must possess excellent writing skills, problem solving skills, and proficient in proper usage of grammar;

PHYSICAL DEMANDS AND WORK ENVIRONMENT

Physical Demands: bending, stooping, climbing stairs, prolonged sitting, and lifting up to 35#'s (greater with assistance);

Work Environment: Work is performed in an office setting, however there may be occasions where work is conducted in uncontrollable weather conditions and may be exposed to inclement weather; This position is on-site only. Remote or hybrid work is not available for this role.

Schedule: May be required to work irregular schedules, including evenings and weekends.

SUPERVISION

Responsibility for the work of others: None required.