The City of Roeland Park, Kansas is accepting applications for a highly motivated and customer service minded individual for the position of part time Administrative Assistant. This position will assist in all duties as assigned by the Admin Department. EOE/ADA
Class Title: Administrative Assistant Reports to: City Clerk
Department: Admin
Date: Adopted January 1, 2021
Location: Municipal Building FLSA: Non-Exempt
Salary Range: $21.49 to $32.24 per hour, DOQ
Class Title: Administrative Assistant Reports to: City Clerk
Department: Administration
Date: 1/1/2021
Location: Municipal Building FLSA: Non-Exempt
Salary Range: See Pay Classification Plan
ESSENTIAL FUNCTIONS:
- Administrative Support 40% of Time
- Greets and welcomes citizens and visitors to the City with professionalism and courtesy. Receives and routes phone calls. Take messages as needed. Answers questions, provides clarification to citizens, staff and other regarding city policies, ordinances, and practices, as needed or requested, assuring for courtesy, professionalism and the best possible customer service.
- Provide routine information, explanation and assistance to the public and staff via telephone, mail, fax, email or in person. Refer problems or complaints to appropriate personnel. Follows up with individuals to inform them of action taken on problems or complaints.
- Coordinates the issuance of all city license and permits (occupational, rental, massage, pet, garage sales, etc.) ensuring proper documentation is acquired and maintained.
- Assistants in the maintenances of the official City Calendar of Meetings and Events. Ensures notifications are made in compliance with applicable rules and laws.
- Ensures official documents are scanned and filed appropriately in the Electronic Document Management System, retaining originals as required by state and city laws. (i.e. minutes, ordinances, resolutions, contracts, licenses, applications, etc.)
- Publishes the city newsletter for publication online and in print; and maintains the official list of individuals requesting hard copies of the newsletter.
- Publishes updates to the web page, as necessary.
- Administrative Support for Neighborhood Service and Planning: 40% of Time
- Assists with the issuance of building permits, with primary responsibility for “non-plan” permits. Forward applications and plans to the Building Official. Completes all necessary monthly reports to County assuring for accuracy and timeliness.
- Accounting and Related Activities (Support) 5% of time
- Reconciles cash drawers, daily, insuring accuracy and timeliness.
- Performs accounts receivable functions to include court revenues, licensing and permitting receipts.
- Record Keeping and Governing Body Related Activities 15% of time
- Provides assistance to City Clerk with maintaining records, responding to information requests and preparing supporting documents for council packets. Assures information is complete and accurate.
BUSINESS EXPECTATIONS
- Attends work regularly and is punctual.
- Behaves professionally and presents a professional business appearance.
- Conducts self in such a way as it reflects positively on the Department.
- Fosters positive working relationships and accepts new responsibilities.
- Learns and understands the safe practices for the job being performed and complies with the safe work practices and personal protective requirements for the job.
This job description in no way states or implies that these are the only duties to be performed by the employee occupying the position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor; subject to reasonable accommodations.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:
- Skilled in word-processing, data entry, and receptionist duties.
- Able to make simple computations and tabulations accurately and with reasonable speed.
- Able to deal with a variety of customers professionally and cheerfully, even under pressure.
- Possess a general clerical aptitude and basic knowledge of record keeping.
- Able to understand and follow simple oral and written instructions and adhere to prescribed departmental routines.
- Proficient with the following:
- Microsoft Outlook
- Microsoft Word
- Microsoft Excel
- Microsoft Publisher
- Knowledge and ability to follow the policies and practices contained in the City Personnel Handbook.
- Maintains confidentiality and discretion as a rule.
MINIMUM QUALIFICATIONS:
- High School Diploma, GED or equivalent work experience.
- Ability to speak, write and understand English language, required.
- Ability to speak, write and understand Spanish, a plus.
- Experience in receptionist and secretarial, accounting, and/or related college level courses.
- Municipal government experience desirable but not necessary.
- Must be bondable.
- Must comply with City policy on use of City or privately-owned vehicles for City business.
- The applicant must pass a background check.
ADA REQUIREMENTS
Physical/ Sensory Requirements: While performing the duties of this class, an employee is regularly required to sit for long periods; stand; talk and hear both in person and by telephone; and use hands to operate, finger, handle or feel office equipment; and reach with hands and arms. The employee is occasionally required to walk, climb, stoop or bend and lift up to twenty-five pounds.
Specific vision abilities required by this job include close vision and the ability to adjust focus. The employee works under typical office conditions, and the noise level is moderately quiet.
Environmental Requirements: The working environment of the Administrative Assistant involves exposure to conditions generally found in an office setting. The Administrative Assistant works with office equipment, such as computer hardware and software applications, telephone, fax machine, copy machine, and postage meter.
Reasonable Accommodation(s): Reasonable accommodation(s) if needed will be provided for the employee to perform the required job with adequate strength, dexterity, coordination and visual acuity and in a manner that does not pose a direct threat to the health or safety of the employee or others in the workplace.
SELECTION GUIDELINES
Formal application, rating of education and experience; oral interview and reference check; job related tests may be required.
The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.