Office Assistant III - City Manager's Office

City of Fairborn; Fairborn (OH); Vor Ort; USD 40.000 - 60.000; Vollzeit

Zusammenfassung

City of Fairborn in Ohio seeks an experienced administrative professional to support the City Manager's Office. The role involves preparing routine correspondence, handling inquiries, maintaining confidential records, scheduling, and coordinating city operations.

You will provide backup support to the Clerk of Council and assist with budgets, invoices, and special projects, while maintaining calendars and ensuring accurate filing.

Qualifikationen

• Three years of progressively responsible administrative, office, or related experience.
• Experience with computers and commonly used office software.
• Experience in a governmental or public-sector office environment preferred.
• Ability to work independently with general supervision.

Aufgaben

• Prepare routine correspondence, reports, memoranda, spreadsheets, forms, notices, presentations, and other documents.
• Establish and maintain electronic and paper filing and recordkeeping systems, including confidential records.
• Schedule appointments, interviews, meetings, and other activities for the City Manager's Office.
• Assist with calendars, meetings, events, and travel arrangements; coordinate conferences and trainings.
• Provide administrative support to the City Manager, Assistant City Managers, Mayor, and City Council as directed.
• M ake minor administrative decisions in accordance with applicable laws, ordinances, and policies.

Kenntnisse

Communication

Organization

Recordkeeping

Confidentiality

Customer service

Independent work

Ausbildung

High School diploma or GED

Tools

MS Office

Jobbeschreibung

Under the general supervision of the City Manager or designee, is responsible for complex administrative work. Work involves considerable independence in preparing routine correspondence, giving information, receiving complaints, maintaining records, coordinating activities, and performing other matters related to public and City personnel contacts. Work performed may have a high degree of confidentiality. Work involves considerable public contact both by phone and in person. Provides administrative support within the City Manager's Office and is cross trained to provide backup support to the Clerk of Council as assigned. Performs related work as requested. First line of contact for interaction with the public for the City Manager’s Office, providing information over the phone, electronically, and in person regarding City operations and/or services and directs callers and inquiries to appropriate departments or personnel.

Prepares and types a variety of reports, letters, memoranda, spreadsheets, forms, notices, presentations, and other correspondence.

Compiles and organizes data and information for various projects, reports, correspondence, and other assignments.

Establishes and maintains electronic and paper filing and recordkeeping systems, some of which may be confidential.

Schedules appointments, interviews, meetings, and other activities as assigned.

Assists with maintaining calendars, scheduling meetings, coordinating appointments, registering for conferences and events, and other scheduling responsibilities within the City Manager's Office.

Develops and maintains tracking systems to organize deadlines, projects, assignments, and other office operations.

Processes invoices, payment requests, purchase orders, and other financial documentation.

Assists with monitoring City Manager's Office and Council budgets and maintaining related financial records.

Orders and maintains office supplies and assists with other general office operations.

Assists with City Manager's Office projects, programs, special events, meetings, and other activities as assigned.

Provides administrative assistance to the City Manager, Assistant City Managers, Mayor, and members of City Council as directed.

Makes minor administrative decisions on occasion in accordance with established laws, ordinances, regulations, policies, and procedures.

Maintains confidentiality of personnel, financial, legal, Council, City Manager's Office, and other sensitive information.

May assist with the administrative support of citizen boards, commissions, committees, and other groups as assigned.

May prepare agendas, meeting materials, notices, correspondence, minutes, and other documents for boards, commissions, committees, or other meetings.

Backup – City Manager's Office and Clerk of Council

Serves as a designated, cross-trained backup to the Clerk of Council to help ensure continuity of City Manager's Office and City Council administrative functions.

Provides backup support for the City Manager's calendar, scheduling, meetings, events, correspondence, records, budget administration, payment processing, and other City Manager's Office responsibilities.

Provides backup support for City Council operations, including preparation and distribution of agendas and meeting materials; maintenance of ordinances, resolutions, minutes, and other official records; legal notices and publications; and public records requests.

May attend City Council meetings when necessary and, when designated, record attendance, votes, actions, and meeting minutes.

Provides administrative support to the City Manager, Mayor, City Council, and other City Manager's Office personnel as assigned.

Knowledge, Skills and Abilities

High School diploma or GED; supplemented by three (3) years of progressively responsible administrative, office, financial, customer service, or related experience; or an equivalent combination of training and experience. Experience with computers and commonly used office software is required. Experience in a governmental or public-sector office environment is preferred.

• Knowledge of modern administrative and office practices, including records management, business communication, and basic financial procedures.
• Proficiency with standard office technology and software, with the ability to learn and adapt to new systems and technology.
• Ability to communicate clearly and professionally, both verbally and in writing.
• Ability to organize work, manage multiple priorities and deadlines, maintain accurate records, and work independently with general supervision.
• Ability to exercise sound judgment and make routine administrative decisions in accordance with applicable laws, ordinances, policies, and procedures.
• Ability to maintain confidentiality and appropriately handle sensitive information.
• Ability to establish and maintain effective working relationships with City employees, elected and appointed officials, residents, and outside organizations.
• Ability to learn the functions and responsibilities of City departments and provide accurate information and assistance.
• Ability to learn and perform City Manager's Office and City Council administrative procedures, including agendas, legislation, public records, meeting documentation, and related functions.
• Ability to work occasional evening hours and provide administrative support for City Council, boards, commissions, committees, or other meetings assigned.