Department: Administration Non-exempt
Job Title: Administrative Assistant Job level: 3
Assistant Deputy City Clerk
Reports to: City Administrator
Date job description last revised: July 2011
GENERAL DESCRIPTION OF DUTIES:
Answers phones, sorts / distributes mails and performs a variety of office management functions.
Responds to questions or requests for information from callers / visitors to City Hall or directs callers /
visitors to the appropriate personnel. Greets walk-in customers to City Hall. Provides clerical support to
the City Administrator and other department heads by coordinating meetings, drafting correspondence,
compiling data and providing other administrative support, as needed. Assists with special projects as
required, including data compilation and communicating with the general public.
This position serves as the Assistant Deputy City Clerk, taking minutes at City Council meetings when
needed, assisting with issuance of city licenses (liquor, peddlers, etc.), assisting with compliance to the
city’s document retention policy and handling other administrative duties assigned by the Deputy City
This position also serves as a Deputy Registrar for southern Chaffee County, issuing birth and death
certificates in compliance with the State of Colorado requirements
EXAMPLES OF DUTIES:
The following duty statements are illustrative of the essential functions of the job and do not include other
nonessential or marginal duties that may be required. The City reserves the right to modify or change
duties or essential functions of this job at any time. This position involves customer service and routine
assigned duties and requires the ability to multi-task:
Picks up, sorts and distributes mail to city hall employees and other departments.
Helps or directs customers at City Hall and answers calls to the city’s general telephone line.
Transfers calls and/or relays messages and requests. Programs the city hall telephone system.
Coordinates maintenance of general office equipment such as the postage machine and copiers.
Changes backup tapes for city hall server.
Manages the issuance of keys for the Touber Building and inventory of keys for other city
locations (Scout Hut, band shell, etc.);
Coordinates office closures for holidays and staff meetings.
Schedules use of the Council Chambers for meetings and events.
Updates City website and public calendar routinely.
Assists department heads for filling open positions (posting open positions on the website and
placing ads, etc.)
Assists with providing public notice for upcoming meetings and specific agenda items through
website posting, newspaper advertising and direct mail as required.
Initiates process to collect payment for checks returned for non-sufficient funds or closed
Maintains personnel files, responds to requests for verification of employment and assists with
other human resources duties.
Checks fax inbox and distributes via email to appropriate personnel; deletes “junk” messages.
Drafts written correspondence as directed by City Administrator, Department Heads and,
occasionally, elected officials.
Empties office and employee breakroom recycling containers in the main recycling receptacles
for the Touber Building.
Maintains database for pet licenses.
Reviews and updates annual renewal declaration for city vehicles.
Waters plants in city hall common areas.
Electronic filing of City Records
Updates Resolution and Ordinance summaries
Assists with Liquor License procedures
Works closely with all employees in City Hall with primary direction provided by the City Administrator;
also provides support to Department Heads at City Hall.
EDUCATION AND EXPERIENCE:
High school diploma or equivalent. Proficiency with Microsoft Office, most importantly Word and Excel,
and Adobe Acrobat and handling of phones and auto attendant programming.
Proficiency with Microsoft Office, most importantly Word and Excel, and Adobe Acrobat and handling
of phones and auto attendant programming.
KNOWLEDGE, SKILLS AND ABILITIES:
Customer service skills & ability to resolve/diffuse customer issues and complaints.
Well-developed oral and written communication skills.
Ability to operate a personal computer and printer, including word processing and spreadsheet
software, telephone system, postage machine and other office equipment.
Must be able to multi-task meticulously and aggressively.
Attention to detail.
“Go to” person for taking care of ad hoc requests and office management needs.
ENVIRONMENTAL AND PHYSICAL CONDITIONS:
The majority of this position’s duties are performed in an office environment.
Visual and physical ability to work on computers for substantial amounts of time.
Must be able to work independently, meticulously and assertively.
Must be able to lift up to 20 pounds.