Administrative Support Professional

Job Overview

Position Summary

GENERAL SUMMARY: Under supervision, interact with customers to provide basic or scripted information in response to routine inquiries about services; handle and resolve general complaints; answer inquiries and provide information to the general public, customers, visitors and other interested parties regarding activities conducted at the location of departments, offices and employees within the City of Dubuque organization; perform entry-level clerical duties including answering telephones, bookkeeping, typing or word processing, office machine operation, and filing; and performing other duties as assigned.

The ideal candidate possesses the ability to follow a management style that is input oriented and values equity, problem solving and the development of partnerships; works effectively as a member of a team; and desires to be part of an organization that values service, people, integrity, responsibility, innovation, and teamwork. Strong organizational skills and attention to detail are essential.  Strong computer skills including Microsoft Office applications as well as strong written and verbal communication skills, and problem-solving skills.

DISTINGUISHING FEATURES OF THE CLASS:Work in this class involves responsibility for the performance of administrative, secretarial, communication, policy, billing/ revenue, accounts payable and receivable, clerical duties, providing customer service; and assisting the administrative team. Employees in this class are required to exercise some independent judgment in this class.

Job Duties

• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
• Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
• Record personnel information; and information from meetings or other formal proceedings.
• Deals with highly confidential and sensitive information pertaining to decision-making processes.
• Maintain confidentiality of privileged information obtained in the course of work.
• Schedule appointments and meetings.
• Prepare documentation for contracts, purchase orders, budget transactions, or regulatory compliance; employee work schedules; informational or reference materials, research, and technical reports; and business correspondence across departments.
• Assisting with month-end closing activities.
• Manage tasks or contribute to committee or teamwork.
• Draft and or proofread documents, policy, records, memos, or other files to ensure accuracy.
• Respond to customer inquiries, problems or complaints.
• Make travel, accommodations, or entertainment arrangements for others.
• Participate in the City’s intercultural competency training and program.
• Perform other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Administrative/Clerical -Knowledge of modern administrative, office and clerical procedures, systems, and equipment such as word processing, managing files and records, transcription, designing forms, and other office procedures and terminology.
• Customer and Personal Service -Knowledge of principles and processes for providing customer and personal services which includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Active Listening- Listening to others, not interrupting, and asking good questions.
• Deductive and Inductive Reasoning -Coming up with general rules and answers from lots of detailed information and using them to solve problems.
• Computers and Electronics-Knowledge of electronic equipment, computer hardware and software, including applications and programming.

Qualifications

MINIMUM QUALIFICATIONS:

• High school diploma or equivalent; and
• Experience or on-the-job training related to the duties of the position; or any combination of education and experience equivalent to the position qualifications.

PREFERRED QUALIFICATIONS:

• College level work in accounting or business fields which includes courses in bookkeeping, accounting and/or payroll.
• Experience working with a diverse workforce and population.
• Customer service experience.

FLSA (OVERTIME) STATUS: Non-exempt

SUPERVISORY STATUS: None

RESIDENCY REQUIREMENT: Employee shall establish their principal place of residence within fifty (50) miles of the corporate limits of the city of Dubuque as soon as practicable after appointment, but within two years of appointment.