Job Description

Position Purpose/Summary Responsible for transcription, record and file maintenance, promotional material production, events coordination, mailings, and other administrative support for the department. Work is performed under direct supervision. No supervision is exercised over other employees.

Essential Functions

• Registers all incoming mail and faxes into log book and distributes to appropriate personnel.
• Maintains department supplies by submitting purchase order requests as necessary.
• Ensures files and records are maintained and stored properly.
• Performs work order record maintenance.
• Oversees purchase orders, payables, and account monitoring.
• Coordinates and maintains the director's appointment calendar.
• Develops PowerPoint presentations, flyers, and brochures for various department events.
• Prepares and types reports, memorandums, and other correspondence.
• Performs receptionist duties at front desk.
• Makes travel arrangements and coordinates the usage of City vehicles.
• Sends out notices and reminders and maintains mailing database.

Knowledge, Skills, and Abilities

• General office, writing, and computer skills.
• Knowledge of the Microsoft Office Suite.
• Ability to proofread and make necessary edits to documents.
• Ability to multi-task and meet deadlines.
• Interpersonal skills to handle sensitive and confidential information.

Education and Experience

• High school diploma or equivalent.
• Two years of general office experience.

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