JOB POSTING: Administrative Assistant


CATEGORY: Job Posting, News, Personnel

Department:

Mayor’s Office

Job Title:

Administrative Assistant

Date Requested:

May 8, 2024

Date Needed:

ASAP

Salary:

$48,000.00 annually

Principal Function:

The Administrative Assistant is responsible for assisting the Executive Assistant with the day-to-day administrative activities of the office to include: typing and filing, scheduling of meetings, answering and responding to emails and telephone calls, restocking of office supplies and other materials needed for the office, and all other duties as assigned.

Essential Duties and Responsibilities:

Duties include, but are not limited to:

  • Greets visitors entering the Mayor’s Office in a friendly manner.
  • Schedules meetings, attendance at events, etc. for the Mayor and Chief of Staff and coordinates with a daily calendar.
  • Types all correspondence and reports and maintains the office’s filing system.
  • Answers and responds to telephone calls and emails in a timely manner, or forwards to another employee or office/department, as needed.
  • Prepares reports for the Office Manager or the Chief of Staff, as requested.
  • Assists the Office Manager with the processing of all bills/claims for approval and submits to the appropriate city offices/department for payment.
  • Restocks the inventory of office supplies and other materials needed for the office.
  • Attends all meetings, conferences, training sessions, etc., as required by the City of Hammond and the office.

Competencies:

To perform this job successfully, all employees at the City of Hammond should demonstrate the following competencies:

  • Attendance/Punctuality – Is consistently at work on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
  • Public Service – Responds to requests for service and assistance; Manages difficult or emotional situations focusing on listening without interrupting and keeping one’s emotions under control; Solicits feedback to improve service.
  • Professionalism – Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
  • Teamwork – Balances team and individual responsibilities; Exhibits objectivity and openness to others’ views and is willing to try new things; Gives and welcomes feedback from team members; Contributes to building a positive team spirit; Puts success of team above own interests; Builds morale and group commitments to goals and objectives; Supports everyone’s efforts to succeed.
  • Oral and Written Communication – Speaks clearly and persuasively in positive and negative situations; Listens and gets clarification; Responds well to questions verbally and in a written format; Writes clearly and informatively and edits work for spelling and grammar; Reads and interprets written information; Presents numerical data effectively, as required by the job.
  • Organizational Support – Follows policies and procedures; Completes the essential duties and responsibilities of the job correctly and on time; Maintains confidentiality and meets commitments, as required; Supports affirmative action and respects diversity; Participates in meetings; Supports the municipality’s goals and values; Represents the municipality in a positive manner when engaged in outside activities.

Job-related Competencies:

To perform this job successfully, employees in this job should demonstrate the following competencies:

  • Problem Solving – Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
  • Judgment – Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
  • Adaptability – Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays or unexpected events.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty according to the requirements of the organization. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

Education and/or Experience:

High school diploma or general education degree (GED); or two years related experience and/or training; or equivalent combination of education and experience. Previous administrative/clerical experience is required. Previous administrative/clerical experience in a municipal or government-related job is desired.

Other Skills and Abilities:

The following skills and abilities are either required or desired.

  • Computer software skills required include: Microsoft Outlook, Word, Excel, and Access.
  • The ability to learn office and city specific software within a reasonable timeframe is desired.
  • A working knowledge of administrative policies, procedures, standards and work methods and the ability to enforce them is required.
  • A working knowledge of, or the ability to learn city ordinances and resolutions is required.
  • Familiarity with City of Hammond offices/departments and public agencies associated with the City of Hammond is desired.
  • A working knowledge of record keeping, report writing, and filing is required.
  • The ability to maintain and cultivate positive relationship with the public, vendors and other city offices/departments is required.
  • The ability to make sound and rational decisions including exercising independent judgment within established protocols and guidelines is required.
  • The ability to multi-task and work in a fast-paced environment while providing exceptional customer service is required.
  • The ability to recognize confidential information and to keep that information confidential as required by state statutes and internal office processes, procedures, and guidelines is required.
  • The ability to operate a computer, printer, copy machine, scanner, fax machine, and other office equipment is required.
  • The ability to speak, read and write in English is required. Spanish is desired.

Residency Requirements:

All employees of the City of Hammond are required to live within the city limits at all times during their employment.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is frequently required to walk; or stand. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl; and taste or smell. In addition, the employee is occasionally required to move or lift up to 25 pounds with the use of a cart, dolly, or other assistive device.

Specific vision abilities required by this job include close vision (clear vision at 20 inches or less), distance vision (clear vision at 20 feet or more), color vision (ability to identify and distinguish colors), peripheral vision (ability to observe an area that can be seen up and down or to the left and right while eyes are fixed on a given point), depth perception (three-dimensional vision, ability to judge distances and spatial relationships), and the ability to adjust focus (ability to adjust the eye to bring an object into sharp focus).

Work Environment:

The work environment characteristics described here 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 duties and responsibilities.

While performing the duties of this job, the employee is frequently exposed to working near mechanical parts and electrical shock when working with office equipment. The employee is occasionally exposed to outdoor weather conditions when traveling to meetings. The noise level in the work environment is usually quiet to moderate.

The Mayor’s Office is open from 8:30 a.m. to 4:30 p.m., Monday through Friday, this job works full-time hours, as needed by the office. While employees are not required to drive a city-owned vehicle, having a valid driver’s license may be required, as the employee may be required to attend events on behalf of the office and the city at certain times during their employment.

Hiring will be done in accordance with Hammond City Ordinance #8620 as it pertains to the residency requirement.
Position will be posted internally only, from May 8, 2024 thru May 14, 2024. If the position is not filled internally it will be held open for external applications an additional ten (10) days. The position will remain posted until filled or no more than 10 days.