Overview
Administrative Assistant Jobs in Leesport, PA at Americold Logistics, LLC.
To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.
Department: City Clerk
Pay Grade: 210
FLSA Status: Nonexempt
JOB SUMMARY
The Administrative Assistant in the City Clerk’s Office provides essential clerical and administrative support to ensure the efficient operation of municipal government functions. This position assists the City Clerk and other departmental staff by performing a variety of administrative duties, including preparing and maintaining official records, processing public information requests, processing business registrations, scheduling meetings, managing correspondence, and supporting elections and legislative functions. The Administrative Assistant serves as a key point of contact for internal departments, elected officials, and the public, requiring a high level of professionalism, discretion, and attention to detail. The role demands strong organizational and communication skills, as well as a working knowledge of municipal procedures, records management, and customer service best practices.
ESSENTIAL JOB FUNCTIONS
Functions as the first point of contact for the City Clerk’s Office.
Answers phone calls, correspondence, and screens callers and visitors.
Develops and maintains positive communications with City staff, City Council, Boards and Commissions, and the Public.
Completes and distributes public records requests for City documentation.
Processes business registration applications and renewals as required.
Indexes and enters data/documentation into the records management system as required.
Prepares and produces written documents and correspondence requiring independent judgment in handling problems of format, procedure, and context, including meeting agendas, meeting minutes, public postings, and other materials of a general, technical, or confidential nature.
Compiles information for special projects and reports as requested by the City Clerk.
Assists the Deputy City Clerk with making appointments and travel arrangements as needed.
Assists with the elections early voting process as required.
Maintains complex records, databases, and integrated filing systems which may involve processing confidential matters.
Assists in the management, setup, and maintenance of the Council Chambers.
Attends some City Council meetings as required.
Prepares meeting documentation and provides support for some City Council meetings.
Assembles and reviews files or records, updates material, prepares material for action, and makes final distribution of records, files, or information as required.
Operates a variety of standard office equipment.
Meets scheduling and attendance requirements, including time sheet submittal.
Checks records and documentation for accuracy and completeness.
Creates office documentation and forms as required.
Other duties as assigned by the City Clerk.
QUALIFICATIONS
Education and Experience:
High School Diploma or GED; and
Six (6) months of experience in a position with a high level of public contact, i.e. receptionist or customer service environment.
Special Requirements:
Obtain Notary Public Commission.
Periodic travel for meetings, seminars, and training as scheduled by the supervisor.
Must be able to maintain strict confidentiality.
Must possess a valid Arizona Driver’s License by hire date.
Knowledge, Skills and Abilities:
Knowledge of office procedures, equipment, and practices.
Ability to establish and maintain effective working relationships with management, other City employees, and the public.
Ability to demonstrate command of business English, spelling, and mathematics.
Ability to deal effectively and tactfully in stressful situations, and to assess the needs of those requesting assistance.
Ability to demonstrate significant organizational skills to manage a variety of projects on a regular basis.
Ability to communicate effectively in person and by telephone.
Ability to follow standard office environmental safety requirements.
Ability to exercise judgment and act independently in establishing or adapting work procedures.
Ability to prepare effective correspondence on routine matters.
Ability to deal with the public tactfully and courteously.
Ability to understand and follow oral and written instructions.
The duties listed above are intended only as general illustrations of the various types of work that may be performed. Specific statements of duties not included does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Job descriptions are subject to change by the City as the needs of the City and requirements of the job change.
PHYSICAL DEMANDS
While performing the duties of this job, the employee must exert up to 20 pounds of force occasionally, and/or up to 10 pounds of force to move objects. The following physical abilities are required: sitting, standing, walking, lifting, carrying, reaching, pushing and pulling, hearing, mental acuity, speaking, talking, typing, and visual acuity.
WORK ENVIRONMENT
The work requires decision making that could lead to major community or organizational consequences if this position fails to make the appropriate decision at the time.
City of Page has the right to revise this job description at any time. This description does not represent in any way a contract of employment.
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Title: Administrative Assistant
Company: Americold Logistics, LLC.
Location: Leesport, PA
