Job Details

Provides top level, complex and confidential administrative and technical support for a department head or manager.  Provides complex and varied clerical support to staff. Assists citizens with various inquiries, services and concerns.

Examples of Job Duties:

The following is intended as a brief description/illustration of the duties, responsibilities, and requirements of this position and are not intended to be all encompassing or all-inclusive.

1. Prepares agendas and take minutes of meetings and hearings.
2. Composes difficult correspondence involving technical terminology.
3. Screens visitors, telephone calls and incoming mail, prioritizing as necessary. Uses discretion to resolve issues and concerns where appropriate.
4. Creates and maintains a system for departmental records, including retention schedule. This may include confidential records.
5. Assists with budget preparation, provides information on expenditures and revenue projections.
6. Assists department head in the preparation of materials for the City Manager’s submission to the City Council.
7. Processes and validates employee payroll. Tracks employee time, attendance, equipment usage and overtime call in register.
8. Financial duties including purchase orders, accounts receivable, accounts payable, and monitoring budget balances.
9. Processes cash deposits and maintain petty cash accounts.
10. Researches and compiles information for Freedom of Information Act requests.
11. Serves as the primary support for Boards and Commissions, including information gathering and disbursement, scheduling, technical support, advertising and communication issues.
12. Assists with scheduling of staff, events, meetings, and building use.
13. Coordinates department safety training programs, meetings and records including Safety Data Sheets (hard copy and electronic).
14. Assists in administration and enforcement of department policies. For example, Dial-A-Ride Passenger No Show Policy, Library Room Rental Policy, and Fire Department Re-inspection Policy.
15. Prepares and submits specialized reports to Government Agencies and consumers.
16. Conducts inventory; maintains and orders supplies necessary for department needs.
17. Schedules, cancels and dispatches rides for Dial-A-Ride passengers.
18. Serves as Notary for department.
19. Serves as a technical advisor to department employees for specialized software. For example, the Fire Department uses Emergency Reporting Software.
20. Prepares formal presentations for departmental use in community agency meetings.
21. Supports core values, mission and goals of the department and the City of Midland.
22. Performs all other duties as assigned.

Required Knowledge, Skills and Abilities:

1. High School Diploma required. Associates degree preferred.
2. Three years of experience performing administrative work in an organization of similar size and scope.
3. Demonstrated proficiency using Microsoft Office with emphasis in Microsoft Word, Excel and Outlook, or other office productivity software as determined by the City.
4. Aptitude to learn new software.
5. Efficient and accurate keyboard and data entry skills.
6. Ability to make decisions in accordance with regulations and departmental policies and procedures.
7. Ability to prepare effective correspondence on routine matters and perform office management details with only general supervision.
8. Ability to maintain effective working relationships with other employees, city departments, Boards, Commissions and the general public.
9. Ability to maintain confidential information.
10. Knowledge of basic accounting principles and practices.
11. For positions in the Police Department, successful completion of a background investigation is required due to the confidential, sensitive nature of information handled. Incumbents must be able to have access to LEIN at all times while in this position and there must be no information in their background that would deny them LEIN access.
12. Ability to stay organized and balance many conflicting deadlines and unforeseen events.
13. Ability to work well under pressure.
14. Ability to communicate effectively and tactfully both in writing and verbally.

Physical and Mental Demands:

Physical Demands

While performing the duties of this job, the individual must regularly move around the office; attend meetings at various City departments or off-site locations; must be able to work at a desk with standard computer and office machinery; communicate with individuals in person and by telephone; repetitively operate all standard office equipment; required to occasionally lift, move and secure objects weighing up to 20 pounds.

Specific vision abilities required by this job include close vision, distance vision, color vision, and the ability to adjust focus.

Mental Demands

While performing the duties of this job, the employee is regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve problems; use math and mathematical reasoning; observe and interpret situations; learn and apply new information or new skills; perform highly detailed work on multiple, concurrent tasks; and interact with other coworkers, other departments, and others encountered in the course of work.