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

Municipality of Anchorage; Anchorage (AK); On-site; USD 65,000 - 90,000; Full time

Job summary

The Municipality of Anchorage seeks an experienced Administrative Specialist in the Municipal Clerk’s Office. Primary duties include front-desk duties, drafting Assembly memos, maintaining calendars, and handling meeting minutes and public inquiries.

Responsibilities extend to coordinating travel, reimbursements, and basic accounts payable, with cross-training to ensure office coverage and timely task completion. A strong customer-service orientation is essential.

Qualifications

• Requires at least a high school diploma or GED with 4 years of clerical/administrative experience, or an Associate’s degree with 2 years, or a Bachelor’s degree with related experience.
• Must be a registered voter in Anchorage; notary within 3 months of hire.
• Background check, education verification, and employment date verification required.

Responsibilities

• Greet and assist the public at the front desk; route calls and visitors; process mail and Clerk’s Office forms.
• Draft and coordinate Assembly Informational Memoranda and council communications.
• Prepare and archive meeting minutes; record actions during meetings; set up Assembly Chambers.
• Maintain calendars for the Clerk’s Office, and assist with travel authorizations and reimbursements.
• Provide administrative and logistical support to the Assembly and Municipal Clerk; cross-train for coverage; assist with accounts payable tasks.

Skills

Administrative support

Front desk reception

Drafting memos

Calendar management

Communication

Public inquiries handling

Notary within 3 months

Education

High school diploma or GED

Associate’s degree in Accounting/Business/IS

Bachelor’s degree in Accounting/Business/IS

Tools

Microsoft Office

Email management/CRM

Job description

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.

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.

High school diploma, GED or equivalent and four (4) years of experience in office clerical and/or administrative work.

OR

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.

OR

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

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.

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.