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9.b Draft revision office assistant job description Page 1 of 3 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. Page 2 of 3 Printed 8/2/2019 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 Page 3 of 3 Printed 8/2/2019 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)