Administrative Assistant - City Secretary's Office

At the heart of local government is service.The City Secretary's Office plays a unique role in ensuring transparency, organization, and communication across the City. Our office supports City leadership, assists residents, coordinates official meetings and records, and helps keep city operations running smoothly.We're looking for someone who not only has strong administrative skills, but also a heart to serve the public. The right candidate understands that every phone call answered, record maintained, or meeting prepared contributes to serving our community.This position is perfect for someone who enjoys meaningful work, thrives in a fast-paced environment, and takes pride in helping others.What a Day Might Look LikeYour day may start by greeting residents at the front counter, answering questions from the public, or helping City staff locate important information. You may assist a citizen with a request, answer calls from multiple departments, and coordinate schedules to keep meetings running smoothly.Throughout the day, you'll help prepare agendas and notices for City Council or board meetings, maintain records and files, update information on the City website, and assist with communications to the public.You may coordinate conference rooms for meetings, order supplies, or assist with departmental purchasing and reporting. When City Council meetings or events approach, you'll help ensure everything is ready-from preparing Council Chambers to assisting with meeting documentation.You'll also help document the official record of City business by assisting with meeting minutes and supporting the boards and commissions that help guide the City.From time to time, you may assist with City elections and special civic initiatives. During emergencies or disasters, the City Secretary's Office also plays an important role in helping maintain communication and continuity of City operations.Every day brings something new-and every task contributes to serving our community.What We're Looking ForBeyond strong administrative abilities, we're looking for someone who:Has a genuine heart for public serviceEnjoys helping residents and supporting coworkersTakes pride in organization, accuracy, and professionalismThrives in a fast-paced environment with a wide variety of responsibilitiesDemonstrates initiative and the ability to anticipate needsMaintains a positive and collaborative attitudeKey ResponsibilitiesMaintain physical and digital records, files, and documentsPrepare correspondence, reports, memoranda, and other materialsProvide notary services as neededProvide customer service to residents, visitors, and City staffAnswer incoming phone calls and written inquiries and route them appropriatelySchedule meetings, conferences, and appointments and coordinate facility accessMaintain departmental calendars and assist with meeting logisticsAssist with maintaining City websites and social media platformsManage departmental purchasing tasks including requisitions, invoices, and vendor communicationMaintain purchasing records and assist with departmental budget trackingAssist with drafting and reviewing board and commission notices and agendasPrepare Council Chambers or other meeting facilities for City Council meetings and eventsAssist with transcription of recordings and preparation of meeting minutesAssist with City electionsSupport the City's Emergency Operations Center communications team when activatedPerform other duties and special projects as assignedMinimum QualificationsEducation & ExperienceHigh school diploma or equivalentThree (3) years of progressively responsible secretarial or administrative experience with customer service responsibilitiesEquivalent combinations of education, training, and experience may be consideredKnowledge ofGeneral office and administrative proceduresBasic accounting and bookkeeping practicesRecords management systemsFunctions and activities of local government (preferred)Skills and AbilitiesStrong organizational and time management skillsAbility to prioritize assignments and meet deadlinesExcellent written and verbal communication skillsAbility to build positive relationships with the public and City staffAdvanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)Ability to learn and operate City technology systemsAbility to work independently while maintaining attention to detailLicenses and CertificationsValid State Driver's License may be requiredNotary Public certification or willingness to obtain within six months of hireAdditional licenses or certifications may be required depending on assignmentWork EnvironmentWork is performed primarily in a standard office environment. This full-time position maintains regular business hours but may occasionally require attendance at meetings or events during early mornings, evenings, weekends, or holidays.This position is considered Critical Personnel during natural or manmade disasters and may be required to assist with continuity of City operations and public communications.Why This Role MattersThe City Secretary's Office is trusted with the official record of the City and plays a key role in serving residents and supporting City leadership.If you believe public service matters and want to be part of a team dedicated to serving the community with professionalism and integrity, we would love to hear from you.