Administrative Assistant/Deputy Clerk

Description This position is open until filled.

Application review is anticipated to be conducted the week of June 3rd.

Are you looking for a new challenge?

Do you enjoy meaningful work and making a difference in your community?

The opportunity to serve the City of Westerville and its citizens as Administrative Assistant/Deputy Clerk in our Department of Administrative Services could be for you!

Read below to learn more about the position and to submit your application.

This position provides clerical support performing advanced or more complex administrative support for the Clerk of Council/City Council and the Department of Administrative Services.

Work involves responsibility for performing office management and delegated administrative tasks.

Work requires the exercise of initiative, independent judgment, and the application of advanced administrative support skills to a wide range of work situations often involving sensitive and confidential information.

This position has significant contact with public officials, department heads, the general public, outside agencies and other city employees.

SUPERVISION Employee works under the direction of the Services Coordinator and/or Clerk of Council.

Employee must be able to respond to basic questions from citizens or other employees regarding services and procedures of the department; and to direct questions to other staff.

Work is reviewed for accuracy and completeness, and for adherence with established procedures.

Work is reviewed through meetings with supervisors and co-workers and performance appraisals.

ESSENTIAL FUNCTIONS OF WORK Serves as the Clerk for the Board of Zoning Appeals, Uptown Review Board, and the Planning Commission.

The meetings are conducted monthly and will be evening meetings.

Answers telephones and responds to inquiries over the telephone and in person; refers and assists citizens and other callers; responds to various inquiries and provides information of services and functions.

Provides clerical support to members of City Council and/or boards and commissions, maintains meeting records, and acts in place of the Clerk of Council in his/her absence.

Transcribes accurate meeting minutes from audio or handwritten format using proper sentence structure, punctuation, grammar and spelling.

Maintains scanning project of documents by scanning, making notations, filing and retrieval of electronic material.

Assists in preparing agendas and assembling electronic meeting packets; posts agendas and packets to website and notifies media of their availability in accordance with Ohio Sunshine Laws.

Assists in the management of citywide and/or departmental public records program, adhering to Ohio Sunshine Laws.

Attends council meetings and/or other board and commission meetings as directed.

Performs other duties as assigned by the Services Coordinator, Clerk of Council, or designee.

MINIMUM REQUIREMENTS OF WORK HS Diploma or GED plus a minimum 3 years' experience in an office setting.

Knowledge of modern office practices and procedures.

Knowledge of personal computers and related software.

Knowledge of the principals, practices and procedures associated with note taking and transcribing.

Knowledge of business English, spelling, and arithmetic.

Ability to establish and maintain effective working relationships with other employees, officials, and the public.

Ability to prepare reports, assist with city records management program and issue permits.

Ability to respond to inquiries from the public in a professional manner, and the ability to deal with the public courteously and tactfully.

Ability to understand and follow oral and written instructions.

Ability to communicate effectively, both orally and in writing.

Ability to maintain records.

Knowledge of Ohio Sunshine Laws.

Knowledge of Robert Rules of Order.

Ability to become a Notary Public within six months.

Ability to work a flexible schedule which includes various evenings to clerk Boards and Commissions meetings and may include occasional weekend hours.