Administrative Coordinator - City Council

This position provides operational and administrative support to the City Clerk's Office, with focus on support to the City Council; provides responsive, courteous, and efficient customer service in support of departmental operations.

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. To perform this job successfully, an individual must be able to perform each duty satisfactorily.

• Prepares documents or presentations for display during the meeting.
• Composes routine correspondence; proofreads and edits; enters, scans, updates, and maintains information in spreadsheets, databases, and reports.
• Prepares agenda packets, ensures packets are complete, assembles documents and information, reviews submissions, publishes and distributes public notices.
• Ensures dais equipment is functional.
• Keeps record of meetings.
• Processes and submits passport applications.
• Prepares complete minutes for City Council and for various boards and commissions in other departments as assigned, including follow up documentation.
• Communicates with residents in attendance that wish to speak.
• Serves as Administrator for agenda and minute software; troubleshoots system problems; contacts outside software support when needed; allocates user permissions, deletes files, corrects errors and trains users.
• Other duties as assigned.
• Provides customer service to internal and external customers; greets, receives and screens visitors and customers; addresses and resolves customer questions as able and refers complex inquiries, requests, or complaints to appropriate staff.
• Assists the City Clerk and Deputy City Clerk with support to the City Council during meetings.
  • Keeps record of meetings.
  • Ensures dais equipment is functional.
  • Communicates with residents in attendance that wish to speak.
  • Prepares auditorium and computer setup.
  • Prepares documents or presentations for display during the meeting.
  • Alerts Deputy City Clerk to any deviations from protocol or resulting issues after the meeting.
• Prepares auditorium and computer setup.
• Maintains the City Council filing system. Prepares closed minutes upon completion and approval.
• Picks up, sorts, copies, and distributes a variety of correspondence, deliveries, and mail; opens, logs, and routes office mail; sorts and prepares outgoing mail and documents for pickup.
• Alerts Deputy City Clerk to any deviations from protocol or resulting issues after the meeting.

MINIMUM REQUIRED QUALIFICATIONS

• Associates degree in an administrative field.
• Four (4) years administrative support related experience.

• Intermediate proficiency with office computers and related software.
• Ability to learn other software applications utilized by the department.

• Experience with legislative software.
• Familiarity with Open Meetings Act and Robert's Rules of Order.

PHYSICAL AND WORK ENVIRONMENT
The physical and work environment characteristics described in this description are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions or as otherwise required by law. Requests for reasonable accommodation should be submitted to the Human Resources Department.

• The work requires some physical exertion such as long periods of standing; recurring stooping, climbing or walking; recurring lifting of moderately heavy items weighing less than 25 pounds and may require occasional lifting of objects weighing in excess of 25 pounds. The work may require specific, but common physical characteristics and abilities such as mobility and dexterity.

• Vocal communication is required for expressing or exchanging ideas by means of the spoken word.
• Hearing is required to perceive information at normal spoken word levels.
• Work is generally in a moderately noisy office setting (e.g. business office, light traffic).
• Work requires preparing and analyzing written or computer data and observing general surroundings and activities.
• Work has no exposure to environmental conditions.
• Work has standard vision requirements.

City Provided Benefits
Pension - 15% of employees salary contributed to defined compensation (401a) plan; 50% vested after 3 years; 75% vested after 4 years and 100% vested after 5 years
Retiree Health Care Funding Plan - 4% of employee's salary contributed to retiree health care funding plan; vested after 5 years
Vacation - 10 days to a maximum of 25 days annually as accrued based on tenure
Annual Leave - 13 days annually as accrued
Holidays - 12 days annually
Health Care Core Package - Medical, Dental and Vision provided first of the month following 60 days of employment (buy up options available)
Short-Term and Long Term Disability, Life and AD& D Insurance - provided first of the month following 180 days of employment pending successful completion of probation
Tuition Reimbursement Plan - $2500 annually for approved courses
Additional Benefits - Employee Assistance Program and Wellness benefit