Position Summary: This classification provides administrative and operational support to the City Manager, Assistant City Manager, and City Manager’s Office staff as it relates to the day-to-day operations of the organization. This position is responsible for routine-to-moderately complex clerical work to help ensure efficient and effective administrative operations.

Essential Duties and Responsibilities:

• Prepares, edits, and proofs correspondence for both internal and external distribution on behalf of the City Manager and the City Manager’s Office; drafts and prepares memorandums; drafts and prepares the City Manager’s items for Council meetings; creates presentation material as required using print, software, and other media for use at Council Meetings, community meetings, and internal staff meetings.
• Composes correspondence from draft or oral instruction and creates documents free of grammar, spelling, and punctuation errors; collects and prepares information for department reports; works closely with department heads/department liaisons to ensure documentation needs approval from the City Manager and/or Assistant City Manager and properly routed and completed.
• Develops, implements, and monitors the departmental budget to ensure funds are allocated/expensed, rectifies shortfalls and amendments; formulates and analyzes financial statements and reports; forecasts economic trends; evaluates fiscal policies and procedures; transfers funds between operating fund accounts as needed; generates budget reports that reflect all fund accounts, and maintains accurate records.
• Processes documentation pertaining to budget or general financial management; reviews invoices for accuracy, matches with purchase orders; enters budget data into the computer; assists with budget preparation; provides budgetary input and assists in forecasting revenues/expenditures; reviews monthly budget analysis reports; monitors expenditures to ensure compliance with approved budget; processes budget transfers as needed; reconciles payable records with Finance Department records; reconciles credit card purchases; coordinates internal purchasing activities; and maintains department-issued credit card.
• Coordinates arrangements for various meetings; notifies participants of scheduled meetings; prepares meeting notices, agendas, and meeting packets; coordinates room reservations, setup, refreshments, and equipment required for meetings; attends meetings; records and/or transcribes meeting minutes; distributes documentation; maintains records.
• Processes a variety of documentation associated with office operations within designated timeframes and per established procedures; receives, reviews, records, types, and/or distributes documentation; enters data into computer systems; logs, tracks, or maintains records regarding office activities; compiles data for further processing or for use in preparation of department reports; files, maintains, and stores hardcopy records.
• Maintains file system of various files/records for the department; prepares files, organizes documentation, and files documents in designated order; retrieves/replaces files; scans records into computer; shreds/destroys confidential or obsolete documents; conducts records maintenance activities in compliance with guidelines governing record retention.
• Coordinates travel arrangements, accommodations, conference registrations, or other travel-related plans for the assigned authority; communicates with managers, employees, volunteers, City officials, other municipalities, government agencies, attorneys, engineers, contractors, vendors, sales representatives, customers, the public, community organizations, outside agencies, and other individuals as needed to coordinate work activities, review work, exchange information, or resolve problems.
• Attends City Council Meetings, Work Sessions, and other City-related meetings as required.
• Conducts customer service functions in person, by telephone, and by mail: provides information/assistance regarding City/department/division services, procedures, fees, or other issues; responds to routine questions or complaints; researches problems/complaints and initiates problem resolution.
• Conducts research of department files, database records, hardcopy materials, Internet sites, or other sources as needed.
• Monitor inventory of department supplies and forms; ensures availability of adequate materials to conduct work activities; initiate requests/orders for new or replacement supplies.
• Maintains strict confidentiality and conducts business in a mature and professional manner in all correspondence and communications.
• May be required to work nights and evenings based upon business needs.

• Performs other related duties as required.

Education and/or Work Experience Requirements:

Requires a Bachelor's degree in Public Administration or related field supplemented; an equivalent combination of education, training, and experience in public, business, or office administration,

Five (5) years of experience (preferably in a municipal environment),

Valid Motor Vehicle Record (MVR)