Current Employment Opportunities with the City of Meridian:

Job Title: Administrative Assistant I
Department: City Clerk’s Office
Reports To: Deputy City Clerk
Open Date: May 22, 2024
Close Date: Open Until Filled, First Review Date June 5, 2024
Salary: $21.54 Per Hour

Job Summary:
Primarily responsible for performing various administrative functions and routine clerical work, assisting staff with departmental functions including special projects while acting as a main contact for employees, citizens and others. Maintains department file systems, performs research, prepares correspondence, and engages in public relations and other duties as assigned. This class of employee is afforded discretion and works under general supervision.
Essential Duties & Responsibilities:
Answers incoming calls through multi-line telephone system and routes calls appropriately using excellent communication and professional telephone etiquette;

Utilizes Microsoft Office programs including Word, Excel, and PowerPoint, and other software;

Accepts and processes cash, check and credit card payments on behalf of customers;

Provides high-level administrative support to department leadership as requested;

Receives and distributes materials from city staff across departments;

Maintains, sorts, organizes, and files department information;

Compose letters, correspondence, and memos, requiring independent judgment as to content;

Researches and responds to inquiries and citizen concerns;

Researches and compiles data from a variety of sources to prepare reports;

Manages Inventory, orders and receives office supplies;

Audits and tracks department supplies and inventory, including annual updates;

Works independently and under the direction of immediate supervisor while prioritizing and organizing personal workload to meet deadlines;

Handles sensitive and delicate public relations situations with a high degree of confidentiality and in a courteous, professional and timely manner;

Manages room schedules for public meeting rooms and assists the public with reservations;

Assists in preparing and publishing meeting agendas and minutes;

Processes department accounts payable;

Maintains City Clerk’s Office website using appropriate tools;

Performs others duties as assigned or deemed necessary by the City Clerk or city leadership;

Performs other duties as required by Idaho State Code and City Ordinance;

Processes applications for United States Passports on behalf of the U.S. Department of State;

Updates City website as directed;

Tracks and monitors City Commission terms and appointments;

Ability to train as a passport agent.

Job Specifications:
High school diploma or equivalent required, AA or AS Degree preferred;

A minimum two years’ office/clerical support experience;

Must be able to be bonded;

Working knowledge of Microsoft Office Professional software;

Considerable knowledge of organizing and maintaining accurate records and files.

Knowledge, Skills & Abilities:
Knowledge of office procedures and of spelling, grammar, punctuation, and arithmetic;

Knowledge of records administration and maintenance techniques and procedures;

Knowledge of inventory control principles and methods;

Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar;

Knowledge of appropriate telephone etiquette;

Knowledge sufficient to operate standard office equipment including computer, copier, fax machine and postage machine;

Skill in data entry with minimal errors;

Skill in editing documents for correct grammar;

Skill in communicating effectively in writing as appropriate for the needs of the audience;

Skill in talking to others to convey information effectively;

Skill in managing own time and the time of others;

Skill in completing assignments accurately and with attention to detail;

Ability to work under pressure and meet close deadlines;

Ability to analyze, organize and prioritize work while meeting multiple deadlines;

Ability to analyze and prepare documents, reports, and correspondence;

Ability to process and handle confidential information with discretion;

Ability to review work for accuracy;

Ability to accurately prepare and maintain records, files, and reports;

Ability to maintain records of materials, supplies, time, and work performed;

Ability to communicate effectively in both oral and written form;

Ability to handle difficult and stressful situations with professional composure;

Ability to maintain effective interpersonal relationships;

Ability to understand and follow instructions;

Ability to process information logically;

Ability to recognize, analyze, and solve a variety of problems;

Ability to exercise sound judgment in making critical decisions;

Ability to establish and maintain effective working relationships with department personnel, city officials and the general public;

Ability to regularly plan, set up and attend meetings, functions and events, occasionally outside of regular business hours;

Ability to learn new software and comfort with the Microsoft environment;

Willingness to learn new skills and attend trainings as appropriate;

Bilingual in Spanish, French, German, or other widely spoken language desired.

Licenses and Certification:
Ability to become a Notary Public;

Ability to become a Certified Passport Acceptance Agent through the State Department within 60 days of hire;

Must hold valid State of Idaho driver’s license and good driving record.

Work Environment and Physical Demands:
Work is usually performed in an office environment with moderate noise level;

Constantly requires sitting at a desk or computer terminal for long periods of time and ability to lift up to 15 lbs.;

Constantly requires clarity of speech and hearing, which permits the employee to communicate effectively with the public and other department members;

Constantly requires clear vision to read printed materials and computer screen to accomplish work;

Constantly requires repetitive movement of the wrists, hands, and/or fingers;

Constantly requires sufficient personal mobility and physical reflexes, which permits the employee to function in a general office environment to accomplish tasks;

Occasionally may require assisting with and attending department-sponsored special events or activities, sometimes after hours.

Travel Requirements:
Local travel is occasionally required.

Apply!   Already a City Employee? Apply Here!