Part-Time Administrative Assistant

Job Posting

General Purpose: Performs a variety of routine administrative and complex clerical duties as needed to expedite the delivery of administrative programs and services, including the processing of passport applications.

Supervision Received: Works under general supervision from the Assistant City Manager or designee. Supervision Exercised: None.

Essential Functions:

General Secretarial: Performs advanced secretarial duties as needed to provide clerical support to the Mayor and Administrative staff including the City Manager, Assistant City Manager, and City Recorder; answers phone and routes calls; takes and relays messages; provides information to inquiring parties; takes dictation and transcribes material into documents, letters, reports, memos, and other general correspondence; composes routine letters and informative notices; maintains various program and activity files, records, and documents; schedules appointments for administrative staff. Performs document filing and maintenance; receives and processes records, applications, appeals, reports and various documents related to the legal obligations and functions of the department; collects data from various departmental divisions and programs; organizes information into reports and various informative documents; maintains schedules and check lists; maintains schedule of various meetings and events.

Passport Acceptance Agent: Acts as the primary passport acceptance agent on behalf of the U.S. Department of State; provides friendly and efficient passport services to applicants and guides them through the application process; examines passport applications for completeness, accuracy, and compliance with all relevant regulations; verifies applicant identity and citizenship documents, ensuring they meet the standards set by the U.S. Department of State; takes and processes passport photographs, ensuring they meet federal guidelines; collects passport fees and accurately records transactions; administers oaths or affirmations to applicants as required; prepares and submits applications to the U.S. Department of State for processing; maintains accurate records of all applications processed.

Administrative Support: Performs general administrative support duties for Mayor, City Council, City Manager, and Assistant City Manager. Composes correspondence, sets appointments, types reports, takes and drafts minutes of staff meetings, coordinates training and travel on behalf of the elected leaders; collects and compiles information; answers telephone calls coming into City Hall for the Mayor; speaks with individuals who come into City Hall to see the Mayor, City Manager, or Assistant City Manager and helps resolve problems and concerns or suggests appropriate contact persons; schedules appointments for Mayor. Arranges for gifts and plaques for recognition of persons who have served in City positions or as Volunteers.

Employee Wellness: Assists in the preparation of employee wellness events, trainings, and other meetings; orders supplies and food; runs errands; assists with food preparation; schedules and coordinates with speakers, caterers, and other commercial businesses; coordinates with all departments to implement employee wellness plans and objectives. Performs related duties as assigned.

Qualifications:

1. Education and Experience: A. Graduation from high school; plus, one (1) year of specialized training related to above duties; AND B. Two (2) years of responsible experience performing above or related duties; OR C. An equivalent combination of education and experience.

2. Knowledge, Skills, and Abilities: Working knowledge of local government operations and structure; processes and practices of the city; fee schedules; modern office practices and procedures; of grammar, spelling and punctuation; of modern filing systems related to alphabetical and numeric files; personal computer operations and various program applications related to word processing, spreadsheet, and databases, etc.; telephone etiquette, various office machines, i.e., copy machine, fax machine, etc. Some knowledge of administrative procedures; interpersonal communication skills, document layout and design. Ability to exercise initiative, independent judgment and to act resourcefully under varying conditions; communicate effectively in stressful or high-tension situations both verbally and in writing; establish and maintain effective working relationships with fellow employees, elected officials and other agencies of the public, utility companies, business owners and the public; establish and maintain comprehensive records and files; review applications with a strong attention to detail.

3. Special Qualifications: A. Must possess a valid Utah State Driver License. B. Must be able to type 40- 60 wpm. C. May be required to become a Notary Public.

Work Environment & Physical Demands: Incumbent of the position performs in a typical office setting with appropriate climate controls. Tasks require variety of physical activities related to walking, standing, stooping, sitting, reaching and lifting. Essential functions generally require communication such as talking, hearing and seeing. May be required to lift up to 50 lbs or more on a periodic basis. Rapid work speed required performing keyboard operations. Common eye, hand, finger, leg and foot dexterity exist. Mental application utilizes memory for details, verbal instructions, emotional stability, discriminating thinking and some creative problem solving. Periodic travel required in normal course of job performance.

NOTE: All Santaquin City employees must successfully complete a pre-employment drug test and criminal history check following a conditional offer of employment. Employees required to drive a motor vehicle as an essential job duty will be required to successfully complete a motor vehicle record (MVR) check following a conditional offer of employment. Santaquin City is an Equal Opportunity Employer