Administrative Assistant

City of Williston; Williston (ND); On-site; USD 36,000 - 48,000; Full time

Job summary

City of Williston seeks an Administrative Assistant to support the Municipal Court with clerical and customer service duties. The role requires strong organization, confidentiality, and professional interaction with the public.

The position entails answering phones, filing, record keeping, and daily deposits, with attention to accuracy and compliance. Employment is full-time and on-site.

Qualifications

• Two years of clerical experience preferred.
• Proficient using Microsoft Outlook and Word.
• Strong communication and customer service skills.

Responsibilities

• Serve as first point of contact at the Municipal Court, providing information and directing inquiries.
• Answer phones, manage voicemails, and prioritize messages.
• File court documents and digitize records as needed.
• Handle cash deposits and maintain related records.
• Sort and distribute mail (paper and electronic).
• Maintain confidentiality of court operations and records.

Skills

Clerical skills

Communication

Customer service

Typing 50 WPM

Education

High school diploma or equivalent

Tools

Microsoft Outlook

Microsoft Word

Job description

Summary

The Administrative Assistant performs diverse clerical, administrative, and customer service duties to support the efficient operation of the Municipal Court. This position requires exceptional organizational skills, attention to detail, and a commitment to maintaining confidentiality and professionalism.

Supervision Received

Clerk of Court, City Judge, Finance Director

Supervision Exercised

None

FLSA Status

Non-Exempt

Essential Job Functions

1. Serves as the first point of contact at the Municipal Court office for the general public, providing information, screening calls, directing inquiries, and assisting citizens in a professional and courteous manner.
2. Answers and manages phones, checking voicemails and prioritizing urgent messages.
3. Pulls the court docket and notifies the lead clerk of changes and discrepancies.
4. Performs accurate and timely filing of court documents and digitizes records as needed.
5. Manages the till and conducts daily deposit procedures.
6. Sorts and distributes incoming mail, both hard copy and electronic.
7. Uses due diligence and care in the posting of payments of fines, restitution, and in preparation of court orders; receives and receipts funds; maintains related records.
8. Maintains confidentiality of court operations and records as required by law.
9. Performs general office duties such as copying, scanning, faxing, ordering office supplies, arranging for repair of office equipment, and maintaining filing systems.
10. Be physically present in attendance at the worksite.
11. Performs all work duties and activities in accordance with City policies and procedures.
12. Performs other clerical and administrative duties as assigned.

NOTE

The functions and duties listed are intended only as illustrations of the various types of work that may be performed. The omission of the specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Minimum Qualifications

Skilled in routine computer operations. Ability to recognize, analyze, and solve problems. Working knowledge of record keeping practices and procedures. Working knowledge of modern office practices and procedures and clerical duties. Ability to make mathematical computations rapidly and accurately. Skilled in the use of office machines. Ability to communicate effectively, verbally and in writing. Ability to establish and maintain effective working relationships with employees, other agencies, and the general public.

Education

High school graduate or equivalent.

Experience

Two years of experience in clerical duties. Must have basic experience with Microsoft Outlook and Word.

Necessary Special Requirements

Must pass the City of Williston and Criminal FBI background check.Must be bondable. Must be able to type 50 Words per minute.

Equipment Used in Job Performance

Computer and printer, word processing and spreadsheet software, telephone, copier, fax machine, calculator.

Physical Demands

While performing the duties of this job, the employee is frequently required to sit; talk or hear; use hands to finger, handle, feel or operate objects, and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee regularly works indoors but sometimes travels within the city for reasons related to the job. The noise level in the work environment is moderate.

The City of Williston does not discriminate on the basis of race, color, national origin, sex, genetics, religion, age or disability in employment or the provision of services and complies with the provisions of the North Dakota Human Rights Act.

In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Any materials, files, documents, electronic tools, or other items collected or created by an employee in connection with their employment remain the property of the City. Additionally, all material created, transmitted/sent, received, deleted, downloaded, or stored using electronic tools are and remain the property of the City. Employees have no expectation of privacy when using City property. The City of Williston is an Equal Employment Opportunity/Affirmative Action Employer.