EXECUTIVE ADMINISTRATIVE ASSISTANT (Administrative Assistant) - Range 20 / EXE

Alaska Horizon; Anchorage (AK); On-site; USD 90,000 - 130,000; Full time

Job summary

The Municipality of Anchorage seeks an executive administrator for the Municipal Clerk's Office to provide a full range of administrative and clerical support. This is an open competition position, serving at the pleasure of the Municipal Clerk and reporting to the Deputy Clerk.

The role covers the Agenda Team, the Assembly, and related records. Duties include drafting Assembly Informational Memoranda, preparing calendars, maintaining contact sheets, front-desk reception, mail processing, and

Qualifications

• High school diploma, GED or equivalent and four (4) years of experience in office clerical and/or administrative work.
• Associate’s degree in Accounting, Business Administration, Computer Information Systems, Finance or similar discipline and two (2) years of experience in office clerical and/or administrative work.
• Bachelor’s degree in Accounting, Business Administration, Computer Information Systems, Finance or similar discipline and experience in office clerical and/or administrative work.
• Registered voter in Anchorage - all of the Municipal Clerk's Office staff are considered election officials under AMC 28.10.040; election officials must be registered voters in Anchorage pursuant to AMC 28.50.010E.
• State of Alaska Notary Public within three (3) months of hire.

Responsibilities

• Provide a full range of administrative and clerical duties to the Municipal Clerk's Office, Agenda Team, and the Assembly.
• Coordinate and draft Assembly Informational Memoranda, assist with Community Council correspondence and bylaws.
• Prepare Assembly and Board and Commissions calendars, update Legislative Branch contact sheets.
• Monitor the Clerk’s Office general email inbox, staff the front desk to greet and assist the public, respond to inquiries, route calls and visitors, and process mail and Clerk’s Office forms.
• Assist with preparing and archiving meeting minutes in accordance with AMC 2.30.010.A, recording actions during meetings, setting up Assembly Chambers, and supporting public inquiries and document distribution at meetings.
• Provide ongoing administrative and logistical support to the Assembly, its members, and the Municipal Clerk, including coordinating catering, processing travel authorizations and reimbursements, and assisting with accounts payable tasks.
• Cross training is required to ensure coverage within the Clerk’s Office and perform essential tasks in a timely manner.

Education

Associate’s degree in Accounting, Business Administration, Computer Information Systems, Finance or similar discipline

Bachelor’s degree in Accounting, Business Administration, Computer Information Systems, Finance or similar discipline

Job description

Job Information

Open to the general public and any current Municipal employee.

This is an executive position (no union affiliation) and serves at the pleasure of the Municipal Clerk of the Municipality of Anchorage.

DEPARTMENT

: Municipal Clerk's Office

HOURS OF WORK

: Monday - Friday, 08:00 AM - 5:00 PM

LOCATION

: 632 W. 6th Ave, Ste. 250

To be considered for employment, applicants must be legally authorized to work and accept employment in the United States. The Municipality of Anchorage is not able to provide any type of sponsorship, including Student Visas and Employment Visas, under any circumstances.

Example of Duties

The primary purpose of the position, under direction of the Deputy Clerk, is providing a full range of administrative and clerical duties to the Municipal Clerk's Office, Agenda Team, and the Assembly. Key duties include coordinating and drafting Assembly Informational Memoranda, assisting with Community Council correspondence and bylaws, preparing Assembly and Board and Commissions calendars, updating Legislative Branch contact sheets, and monitoring the Clerk’s Office general email inbox. The role staffs the front desk to greet and assist the public, respond to general inquiries, route calls and visitors, and process mail and Clerk’s Office forms. The specialist also assists with preparing and archiving meeting minutes in accordance with AMC 2.30.010.A, recording actions during meetings, setting up Assembly Chambers, maintaining supplies and supporting public inquiries and document distribution at meetings. The position provides ongoing administrative and logistical support to the Assembly, its members, and the Municipal Clerk, including coordinating catering, processing travel authorizations and reimbursements, and assisting with accounts payable tasks. Cross training is required to ensure coverage within the Clerk’s Office and perform essential tasks in a timely manner.

Minimum Qualifications / Substitutions / Preferences

• High school diploma, GED or equivalent and four (4) years of experience in office clerical and/or administrative work.
• Associate’s degree in Accounting, Business Administration, Computer Information Systems, Finance or similar discipline and two (2) years of experience in office clerical and/or administrative work.
• Bachelor’s degree in Accounting, Business Administration, Computer Information Systems, Finance or similar discipline and experience in office clerical and/or administrative work.
• Registered voter in Anchorage - all of the Municipal Clerk's Office staff are considered election officials under AMC 28.10.040; election officials must be registered voters in Anchorage pursuant to AMC 28.50.010E.
• State of Alaska Notary Public within three (3) months of hire.

Preferences

• Progress towards International Association of Municipal Clerk (IIMC) Certification

Additional Important Information

The Municipality of Anchorage participates in the U.S. Department of Homeland Security E-verify Program. For more information, please go to http://www.uscis.gov/E-verify.

E-Verify® is a registered trademark of the U.S. Department of Homeland Security.

If selected for hire, the appointment in this position will be conditional based upon a satisfactory Municipal Employment Office conducted background check. A background check encompasses criminal history, verifying education, and verifying dates of employment.

All required certifications and licenses must remain current for the duration of employment.

Military Service Interview Preference

Veterans who wish to be considered for interview preference, as permitted in Municipal Personnel Rules 3.30.031 D, must attach to the application a copy of their DD Form 214, DD Form 256, NGB Form 22, or a letter from the US Department of Veterans Affairs, recognizing the person as a veteran. The attached documentation must show an honorable discharge or general (under honorable conditions) discharge. The minimum qualifications of the position must be met for preference consideration.

Individuals currently serving as a member in good standing in the National Guard or the organized military reserves who wish to be considered for interview preference, as permitted in Municipal Personnel Rules 3.30.031 D, must attach proof of current service to the application. Proof of current service can be shown by submission of a statement of service which, at a minimum, shows the full name, date of birth, Social Security Number, date service began, branch of service, rank, name of command providing the information, and unit of assignment. The statement of service must be on a form or letterhead of the individual’s command organization, and shows the name, signature, title, and contact information of the signer providing the statement of service. The minimum qualifications of the position must be met for preference consideration.

The Municipality of Anchorage is an Employer of National Service

Please be sure to include any volunteer work with AmeriCorps, Peace Corps, or other national service programs on your application in the work history portion.

The MOA is an EO and AA Employer and complies with Title I of the ADA.

For information regarding requests for reasonable accommodations related to employment under the Americans with Disabilities Act, please contact the Municipality of Anchorage ADA Coordinator at 907-343-4571.