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City of Reno, NV Administrative Assistant to the Mayor and Council in Reno, Nevada

Administrative Assistant to the Mayor and Council

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Class Title

Administrative Assistant to the Mayor and Council

Class Code

1587

Salary

$53,090.27 - $71,148.93 Annually

  • Definition

  • Benefits

Classification Description Summary

Under general supervision, performs a variety of responsible, confidential office support and clerical duties and activities of a general and specialized nature for to the Mayor and Council; maintains appointment schedule, types a variety of documents and correspondence; maintains a variety of files and records; receives and directs telephone calls and visitors; provides a variety of information to other agencies, City staff, and the general public.

This is a journey level classification. Employees within this class are required to be able to apply more advanced knowledge and by the performance of duties and responsibilities with less supervision. Employees at this level receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the Mayor's, Council's, and City Manager's Offices. This classification serves as a liaison to other members of the City Council, City Manager's office, Office of Communications and Community Engagement and other City staff.

Essential Functions

The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

Prepare and disseminate the daily, weekly, monthly schedule for the Mayor and Council and brief the Mayor and Council on scheduled activities; prepare materials, detailed itineraries, including important contact names and pertinent information for every scheduled activity; including briefing materials for each by coordinating with event participants and City staff.

Coordinate all media interviews, photo opportunities and social media interactions with the Office of Communications and Community Engagement; receive and screen office and telephone callers and maintain records of all transactions; respond for the Mayor and Council as directed; and refer callers to appropriate City staff for further assistance as needed.

Verify and review materials, applications, records, travel and expense documents, and reports for completeness and conformance with established regulations and procedures; apply applicable policies and procedures in determining completeness of applications, records, and reports; and, process as necessary.

Maintain accurate and up-to-date office files and records for the Mayor and Council; create and maintain various logs, accounts, and files for current and accurate information; organize and maintain filing systems, as this becomes an historical record for the Mayor and Council of the City of Reno.

Type, word process, format, edit, revise, proofread, and print a variety of documents and forms including notices, reports, general correspondence, agreements, claims, and other documents from rough draft or verbal instructions; compose routine correspondence; copy, disseminate, and post documents and information as appropriate.

Process mail including receiving, sorting, and distributing external and internal incoming and outgoing mail, including electronic mail, for the Mayor and Council; respond to all invitations, either by written correspondence or personal telephone call and maintain logs for all transactions.

Manage any applicable internship programs.

Schedule and maintain calendar of activities, meetings, and various events for the Mayor and Council; serve as a liaison between the Mayor and Council and constituents and other members of the public; coordinate activities with other City departments, the public, and outside agencies.

Operate a variety of office equipment including a computer, typewriter, copier, facsimile machine, calculator; utilize various computer applications, software packages and social media.

As assigned, prepare agendas and other documents for various meetings; attend meetings as required; and take minutes for the Mayor and Council.

Perform related duties as required.

Minimum Qualifications

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:

Office procedures, methods, and equipment including computers.

Basic computer applications such as word processing, spreadsheets, and databases.

Basic principles of business letter writing and report preparation.

Principles and procedures of record keeping and filing.

Methods and techniques of proper phone etiquette.

Customer service techniques, practices, and principles.

Basic mathematical principles.

English usage, spelling, grammar, vocabulary and punctuation.

Ability to:

Perform a variety of clerical and office support duties of a general and specialized nature for the Mayor and Council.

Understand the organization, operation, and services of the City and of outside agencies as necessary to assume assigned responsibilities.

Understand and correctly interpret and apply general administrative and departmental policies and procedures.

Organize, prioritize, research and plan.

Exercise independent judgment and political acumen without being political.

Learn to apply applicable federal, state, and local laws, codes, and regulations.

Operate office equipment including computers.

Effectively utilize various software applications including word processing, spreadsheet, and database applications.

Type and enter data at a speed necessary for successful job performance.

Accept performance-based criticism and direction and meets attendance requirements as established by the Mayor, Council, and City Manager.

Compile data and participate in the preparation of clear and concise reports.

Establish and maintain a variety of files and records.

Prepare routine correspondence and memoranda.

Accurately count, record, and balance assigned transactions.

Perform routine mathematical calculations.

Respond tactfully, clearly, concisely, and appropriately to inquiries from other City staff, the general public, and outside agencies.

Work under steady pressure with frequent interruptions and a high degree of public contact by telephone or in person.

Plan and organize work to meet changing priorities and deadlines.

Understand and follow oral and written instructions.

Work in a team based environment to achieve common goals.

Coordinate multiple projects and complex tasks simultaneously.

Meet the physical requirements to safely and effectively perform the assigned duties.

Display strong interpersonal and communication skills, both orally and in writing.

Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience Guidelines - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training:

Equivalent to the completion of the twelfth grade, supplemented by specialized clerical support training. College level course work in business administration, computer science or a related field is desirable.

Experience:

Two years of increasingly responsible general office support and clerical experience.

License or Certificate:

Possession of a valid driver's license.

Supplemental Information

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment: Work is performed primarily in a standard office setting. Incumbent will be required to work a flexible schedule, including nights, week-ends and holidays.

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.

Confidential

C22

Human Resources

8/2018

JD 11/2018

Unrepresented

C22

BENEFITS IN BRIEF

Please Note: The following benefits are currently under review and subject to change at any time.

No state income tax.

Nevada PERS retirement plan. Vesting in 5 years.

No social security participation (1.45 % Medicare deduction required).

City paid medical, dental, and vision insurance; 100% employee coverage and 55% dependent coverage.

City paid long term disability insurance and life insurance.

Twelve paid holidays.

Deferred compensation plans 457 and 401(a) with up to a 5% City match available.

Vacation leave accrued at 4 hours per bi-weekly pay period.

Sick leave accrued at 4 hours per bi-weekly pay period.

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