9.b Draft revision office assistant job description
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Printed 8/2/2019
Approved by City Council, August 7, 2019
City of Scandia, Minnesota
POSITION DESCRIPTION
TITLE: OFFICE ASSISTANT
STATUS: Part-time (approximately 21-28 hours/week) regular position
Flexible working hours depending upon season and
programming needs
FLSA Non-Exempt
RESPONSIBLE TO: City Administrator
City Council
General Definition of Work
Performs intermediate skilled administrative support work. Work is performed under the
limited supervision of the Administrator/Clerk. Limited oversight is exercised over
Seasonal Recreation Staff.
Qualification Requirements
To perform this job successfully, an individual must be able to perform each essential
function satisfactorily. 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 functions.
ESSENTIAL FUNCTIONS:
1. Receives visitors and answers the telephone, answering questions or directing
individuals so as to provide them their needed information accurately and with
minimum delay; develops and fosters good relationship with community groups
and organizations, other public institutions, and consultants.
2. Provides clerical support using word processing and spreadsheet software to
produce correspondence, reports and mailing lists; processes and distributes
mail.
3. Copies and distributes agenda packets for City Council and committees and
posts to City website and Facebook page.
4. Assists with maintaining and purging filing systems in accordance with records
retention policy and Data Practices Act; performs electronic filing duties using
Laserfiche.
5. Assists with licensing functions and issuing of permits.
6. Prepares agendas and reports for the Parks and Recreation Committee and
takes minutes of the Committee meeting.
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7. With limited direction from Committee, recommends, plans, develops, promotes,
implements and evaluates community recreation programs and events .
8. Assists with hiring and supervising seasonal recreation employees.
9. Maintains City website and Facebook page and creates content to inform the
public of news and events.
10. Coordinates the layout and publication of biannual City newsletters.
11. Performs other duties as assigned.
KNOWLEDGE, SKILLS AND ABILITIES:
1. Working knowledge of generally accepted office procedures and filing practices
2. Good skill level with personal computers and Microsoft Office software. Ability to
learn and use other software as required.
3. Knowledge of recreation programming and the ability to monitor and research
recreation needs and trends.
4. Ability to recruit, train, supervise, motivate and evaluate seasonal staff.
5. Ability to develop and maintain general working knowledge of city services and
functions.
6. Ability to develop and maintain effective working relationships with a wide variety
of City personnel and the general public.
7. Ability to deal discreetly with confidential information.
EXAMPLES OF PERFORMANCE CRITERIA:
1. Public contacts are courteous and businesslike and the information provided is
accurate and timely.
2. Work produced is professional looking, accurate and error-free.
3. Requirements of state laws and local ordinances and policies are met.
4. Keeps supervisor informed of all significant matters he/she must know to perf orm
his/her responsibilities effectively.
5. Programming responds to community needs.
6. Programs are executed safely and are age-appropriate.
7. Displays leadership, initiative and decision-making skills.
8. Programs are administered within budget constraints.
Education and Experience
High school diploma or GED and moderate experience office administration with some
supervisory and desktop publishing experience, or equivalent combination of education
and experience.
Physical Requirements
This work requires the occasional exertion of up to 25 pounds of force; work regularly
requires sitting, speaking or hearing and using hands t o finger, handle or feel, frequently
requires repetitive motions and occasionally requires standing, walking, reaching with
hands and arms and lifting; work has standard vision requirements; vocal
communication is required for expressing or exchanging ideas by means of the spoken
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word; hearing is required to perceive information at normal spoken word levels; work
requires preparing and analyzing written or computer data, operating machines,
operating motor vehicles or equipment and observing general surroun dings and
activities; work occasionally requires exposure to outdoor weather conditions; work is
generally in a moderately noisy location (e.g. business office, light traffic).
Special Requirements
Special training in Website Administration (GovOffice) within six months of hire; some
prior training/experience in social media and digital communications preferred.
Valid driver's license in the State of Minnesota.
SUPERVISION OF OTHERS: Part-time seasonal Recreation Leader(s)