JOB TITLE: ADMINISTRATIVE ASSISTANT TO THE CITY MANAGER
Department: City Manager’s Office
Physical Classification: Light / Sedentary
Wage Class: Non-Exempt, Hourly
Annualized Pay Rate: $ 44,533.00 (Grade B - Year 1)
Mission Statement:
The mission of the City of Sault Ste. Marie is to provide a sustainable small urban environment in an international setting for the well-being of its citizens by planning for and managing its physical development in an environmentally friendly manner, by fostering an economy to support its public and private infrastructure, and by nurturing historical, cultural, and recreational activities that enhance the quality of life within it.
General Purpose:
Under the supervision of the City Manager, the Administrative Assistant is responsible for day-to-day administration of the City Manager’s office and confidential clerical support, including scheduling, handling citizen complaints, interaction with member of the City Commission and Department Heads, transcribing dictation, preparation of meeting packets, and taking, recording, and distributing minutes for various boards and committees.
Supervision Received:
Work is performed under the general direction of the City Manager. The position will work closely with Deputy City Manager and other City Staff and Public groups as work demands. Work is typically self-directed with little direct supervision.
Supervision Exercised:
None
Job Duties:
- Screen citizen complaints and concerns and route to appropriate staff members for follow-up. Input requests for services into request ticket software.
- Provide excellent customer service and maintain effective working relationships with City employees and officials, and all members of the general public
- Schedule and organize the City Manager’s work calendar including preparing agendas, printing financial reports, taking notes, and distributing action items
- Communicate on the City Manager’s behalf both internally and externally
- Transcribe dictation, as needed
- Maintenance and organization of:
- City Correspondences
- Citizen Correspondences with the City
- Historical Data Related to the City and City Managers’ Correspondences and Activities
- Filing System for the City Manager’s Office
- Preparation of City Department Heads’ payroll files for bi-weekly submission including documenting schedules and attendance of Department Heads
- Attend various meetings / committees as directed by the City Manager both during and outside of regular work hours
- Post mail daily
- Various office and administrative tasks
- Light project management and accounts payable duties
- Varying personal and professional administrative tasks including, but not limited to, booking appointments, research projects, and coordinating travel
- Email management on behalf of the City Manager
- Other duties, as assigned
Proficiencies:
- Excellent time-management skills and ability to manage multiple tasks
- Strong prioritization skills
- Maintain strict confidentiality
Physical Requirements:
- Frequent standing, walking, and sitting for periods of up to 7 hours
- Frequent bending, twisting, squatting, and reaching
- Clear oral and written communication
- Ability to frequently lift and carry objects weighing up to 25 pounds
- Physical ability to safely move about and conduct work in an office environment
Education/ Qualifications:
- An associate degree in business, business administration, finance, office administration, or a degree in a related field is preferred.
- Three or more years of directly related work experience or an acceptable equivalent combination of education and experience
- Proficiency in Word and Excel
- Professional typist
- High level of oral and written communication skills
The description above is intended only as an illustration of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. 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/or requirements of the job change.
APPLICATION PROCESS:
Please submit a cover letter, resume, employment application to:
Email: rtroyer [at] saultcity.com
Mail: City of Sault Ste. Marie
Robin R. Troyer, Deputy City Manager
225 East Portage Avenue
Sault Ste. Marie, MI 49783
Questions can be directed to Robin Troyer at rtroyer [at] saultcity.com or 906-632-5717.
This search is conducted by an Equal Opportunity Employer (EOE). Credentials accepted until the position is filled.