Administrative Assistant - Mayor's Office

Position Summary

The purpose and mission of the City of Indianapolis and Marion County is to be p roductive, collaborative, and compliant in our work environment in order for our workforce to meet the needs of the residents of Indianapolis and Marion County. The incumbent in this p osition performs a variety of administrative tasks including the responsibility of initiating and coordinating clerical functions required in the effective implementation of administrative policies of an administrative area. The incumbent in this p osition follows the knowledge of established policies and procedures, which controls most of the incumbent(s) actions. Very limited independent judgment is utilized. The position reports to the Agency or Division .

The City of Indianapolis Marion County is an equal opportunity employer . All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status. We value diversity in perspectives and experiences among colleagues and the residents of this city of whom we serve.

Position Responsibilities

• Checks and follows-up as required ensuring responsibilities are met in a timely manner
• Maintains all records, files, and documentation in accordance with f ederal r egulation
• Admin assistants are cross trained and assist in other areas of the office including as a cashier, up front customer service and with social media updates.
• Manages, coordinates and facilitates scheduling meetings and events for the Chief Deputy Mayor
• Reviews and answers correspondence as appointed or directed
• Serves as a gatekeeper and helps ensure the Chief Deputy Mayor’s calendar is respected
• Prepares, schedules, reports and tracks information for key executives and others as required
• Manages, coordinates, and facilitates scheduling meetings and events for the Chief Deputy Mayor
• This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities that management may deem necessary from time to time.
• Develops or generates and distributes reports
• Prepares simple analyses of requested information or data
• Must maintain confidentiality at all times
• Responds and resolves most questions and issues, referring only the most complex to the next level
• Coordinates collection and preparation of operating reports for the agency or division assigned
• Answers phone lines , take messages , provide s information, o r redirects calls as appropriate
• Serves as gatekeeper and helps ensure the Chief Deputy Mayor's calendar is respected

Qualifications

Minimum Job Requirements and Qualifications

High School diploma or equivalent with a minimum of two (2) years prior work-related experience is required. Courteous treatment of customers whether face - to - face or telephonically. Must have and show emotional intelligence as position will deal with a diverse population. Knowledge of spreadsheet(s), database(s), and other software is required. Must be able to operate standard office equipment such as a calculator, copy , facsimile machine, typewriter, or computer. Must type accurately , update or create reports, and spreadsheets as needed. Demonstrate creative ability when presented with unformatted projects or ideas. Must be able to communicate effectively both in oral, verbal, and written formats.

Preferred Job Requirements And Qualifications

Associate degree in Business Administration , or a related field with a minimum of one ( 1 ) year of related work experience is required. Courteous treatment of customers whether face - to - face or telephonically. Must have and show emotional intelligence as position will deal with a diverse population. Knowledge of spreadsheet(s), database(s), and other software is required. Must be able to operate standard office equipment such as a calculator, copy , facsimile machine, typewriter, or computer. Must type accurately , update or create reports, and spreadsheets as needed. Demonstrate creative ability when presented with unformatted projects or ideas. Must be able to communicate effectively both in oral, verbal, and written formats.