Customer Service:Provides front desk reception - Greets visitors with welcome, professional manner including tone of voice and attentiveness. Responds to external/internal service and information requests. Listens actively and documents all concerns and complaints. Makes referrals and follows through to address customer needs. Professional Business Writing/Proofing/Editing:Types, transcribes, edits, and proofs letters, memos, reports, and other print materials from rough draft or clean copy.Prepares agendas and types minutes for assigned meetings; posts electronically to internal/external document management system.Copies, assembles and distributes agenda packets for meetings. Works with outside vendors to ensure timely and accurate printing of packet materials.Maintains regular updates to the City of Champaign website for the Mayor and City Council, Boards and Commissions, City Manager?s Office, and other departments as needed.Writes, edits, and proofs both internal and external newslettersDesigns, writes, and posts content on the City?s official social media accounts.Designs, writes, and proofs brochures, flyers, booklets, handouts, presentations, reports, and other printed or electronic materials.Prepares and distributes Mayoral proclamations. Schedules public presentation of proclamations and special recognitions at City Council meetings and special events.Records ManagementMaintains department paper and electronic filing system; files documents. Posts agenda items to document management system. Maintains paper and electronic files.Administrative Support:Schedules meetings and maintains electronic calendars for the Managers and staff. Schedules travel and hotel accommodations; processes associated expense reports, travel advances and reimbursements.Under the direction of the department management, prepares annual budget. Monitors budget and expenditures and produces financial summary reports and data as needed.Prepares for meetings or special events by scheduling and setup of meeting locations, sending invitations, tracking attendees, and ordering and serving beverages or food. Monitors department contracts and purchase orders. Collects required documents to process department payroll and accounts payable according to procedure.Orders supplies and equipment as necessary for department, follows purchasing manual policies as required. Makes suggestions for process improvement related to assigned duties.
4-7 years
Acceptable Experience and Training:Extensive professional administrative assistant or secretarial experience in an administrative environment requiring critical thinking skills, organizational skills, ensuring continuous confidentiality, discretion, and professionalism. High School graduate or equivalent supplemented by business course work and training to meet required position skills; or any equivalent of experience and training which provides the knowledge, skills, and abilities necessary to perform the duties of this position. Demonstrated proficiency with Microsoft Office and similar software applications. A preferred candidate will have an Associate's Degree or certification as a professional secretary, have extensive experience providing support to top executives, and experience updating websites and editing electronic newsletters.
Requirements:Excellent customer service skills: courtesy, patience, active listening, ability to solve problems and respond promptly to requests.Ability to display a professional demeanor at all times.Ability to maintain confidentiality and to exercise sound judgment and discretion. Exceptional verbal and written communication skills to be utilized daily; ability to convey clear and accurate information. Ability to demonstrate cultural sensitivity, diplomacy and tact when interacting with individuals from diverse backgrounds. Ability to demonstrate a calm, non-defensive attitude when dealing with upset customers or conflict situations. Flexibility to complete assigned work and manage projects by prioritizing and meeting deadlines with multi-tasking and frequent interruptions. Comprehensive knowledge of office terminology, office procedures, standard office equipment, business mathematics, English grammar/professional writing competencies. Comprehensive knowledge of record-keeping systems; ability to maintain complex clerical records in both electronic and hard copy, and prepare reports from those records.Ability to research problems and organize tasks. Refer to reporting chain of command for direction and priority clarification. Ability to collaborate well in a team-oriented environment. Willingness to cross train with other department staff.Ability to compose business correspondence for multiple types of writing with minimal instructions.Ability to understand and follow oral and written communication instructions.Advanced computer skills with the ability to train others in the proper use and application of office software. Ability to learn web-based and other computer applications as needed.Demonstrated proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) In Design or other brochure/publication design software.Proficiency in the use of social media and social networking within business context. Proficiency in clerical skills including keyboarding, data entry, filing, scanning, faxing and photocopying. Able to work flexible work hours.
Associate
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