MPA and MPP Job listCleafield City Administrative Assistant to City Manager Job Opening - DEADLINE MAY 22

Melissa Hall melissa.hall at
Wed May 16 13:44:46 MDT 2012

                                                                  Job Description

Title:                  Administrative Assistant                             Code:                                      120
Department: Executive                                                        Effective Date:                     07/98
Division:            Administration                                             Revised Date:                      01/12
Grade:               13


Performs a variety of advanced level, routine administrative and technical support to assist the city manager in efficiently carrying out day-to-day operations and city-wide management functions.


Works under general supervision of the City Manager.


Provides functional supervision and scheduling of part-time receptionists at the KIOSK.


Provides administrative support; performs incidental and specialized duties for the city manager;  serves as liaison between the city manager and employees, elected officials, the public or other agencies, groups and individuals; responds directly to complex inquires, complaints and issues; refers individuals and groups to appropriate people or department; briefs the city manager on issues of public or employee concern.

May serve as Deputy City Recorder as needed.

Performs as first-line supervisor; coordinates projects and assignments; performs performance evaluations and makes recommendations affecting subordinate employment status.

Performs a variety of working level routine administrative and clerical duties at the Kiosk and main switchboard; operates telephone reception equipment; receives incoming phone calls, takes messages, provides factual information, and refers calls to appropriate departments and offices; provides walk-in and calling public with information related to various city services. Provides administrative support to the Public Works Department.

Unlocks doors of building in the morning and locks doors of building at the close of business.

Provides job opening information and applications to job applicants, answers questions regarding positions; accepts applications.

Monitors local media publications to locate articles and references to city activities programs and services; maintains articles to create a historic or chronological record of activities and events for a permanent historical reference.

Reads and routes incoming mail; locates and attaches appropriate file to correspondence to be answered; prepares various reports and documents; reviews content for accuracy and completeness; makes grammatical and technical changes to content as needed; performs  research and gathers data as needed to compile or complete reports as requested by city manager; coordinates committees and special projects.

Coordinates non-routine purchasing needs; may review departmental expenditures to assure compliance with established policies and procedures; monitors and/or assists in the processing of purchase orders for the legislative and executive departments; maintains asset inventory for department.

Maintains calendar; schedules and coordinates meetings, appointments, conferences, speaking engagements, special events and activities for the city manager; appraises managers of activity schedule showing events, activities, committee meetings, public hearings, staff meetings; follows up on appointment schedules and commitments as needed.

Serves as communications coordinator; monitors and coordinates communications billings; arranges for payment of monthly billings; distributes copies of individual usage to departments.

Monitors travel arrangements for mayor, city manager and council members; contacts travel agencies, airlines or other public transportation companies; schedules travel and delivers travel information to city traveler.

Coordinates the printing and publication of city-wide newsletter, special projects, historical reports, and assignments as required; proofreads drafts for newsletters; may coordinate public relations notices and announcements through local media; performs routine correspondence with the public in response to general questions regarding city functions and programs; coordinates the publication of city-wide media pieces.

Performs general secretarial duties; composes, types and files correspondence, memos and related communications for executive personnel; takes dictation and transcribes letters, memos, etc.; composes communications as requested.

Performs related duties as required.


1.  Education and Experience:

A.     Associate degree (AA) or equivalent from two-year college or technical school;
B.   Four (4) years of responsible experience related to above duties; with one (1) year supervisory experience;
C. An equivalent combination of education or experience.

2.  Essential Functions, Knowledge, Skills, and Abilities:

Considerable knowledge of general office maintenance and practices; filing systems (alpha and numeric), recording and filing procedures and methodologies; letter and report composition, grammar, spelling and punctuation; word processing, spreadsheet and desktop publishing programs; operation of standard office equipment; basic mathematics; basic accounting or bookkeeping; interpersonal communication skills and telephone etiquette, basic public relations.  Some knowledge of supervisory principles and practices.

Ability to communicate effectively, verbally and in writing; work independently in meeting various time deadlines and work pressures; positively represent the office of city manager, elected officials and the city; exercise initiative and independent judgment in assigned areas of responsibility; maintain strict confidentiality related to sensitive administrative information; analyze, interpret and report research findings; work under pressure; evaluate employee performance; develop effective working relationships with supervisors, fellow employees, and the public.

1.   Special Qualifications:

Verified typing speed of 60 WPM
Transcription skills required.  Shorthand and/or speed writing skills desirable.
Must be eligible to serve as a notary.

Work Environment:

Incumbent of the position performs in a typical office setting with appropriate climate controls.  Tasks require variety of physical activities, not generally involving muscular strain, but do require frequent walking, standing, stooping, sitting, reaching, talking, hearing and seeing.  Common eye, hand, finger dexterity required for many tasks.  Mental application utilizes memory for details, verbal instructions, emotional stability and discriminating thinking.

Clearfield City is located in Davis County.  This position will likely work between 10 a.m. - 5 p.m. with some flexibility.

Melissa Yack Hall, MPA, ABD
MPA Program Manager
University of Utah
P:  801.585.7985
F:  801.587.7861
Orson Spencer Hall 214

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