Administrative Assistant / Assistant Clerk

Job Information

TypeSalary/Pay RatePosted DateDeadline to Apply
Full Time Regular$20.29 - $26.86August 18, 2017 at 7 p.m.September 1, 2017 by Midnight

Basic Purpose/Function

Under the general supervision of the City Clerk, performs a variety of highly confidential administrative and clerical functions for the Mayor’s Office and City Clerk’s Office. Provides primary administrative support to Mayor and Administration and conducts City Clerk’s Office related transactions.

Provides exceptional customer service while fielding all initial inquiries made at the Mayor’s Office and City Clerk’s Office. Responsible for accurate and detailed records management, filing of reports, phone call direction, scheduling of appointments and calendar maintenance. Conducts research, compiles reports and conducts administrative projects relating to City business.

Work is done with considerable independence and is evaluated by the City Clerk through observation, reports, periodic written reviews and results obtained.

Primary Duties & Responsibilities (Illustrative Only)

Mayor’s Office Support

  • Provide first point of contact for all inquiries made to the Mayor’s Office, whether by phone, email or in-person, and answers or directs inquiries as appropriate.
  • Provide direct clerical and administrative support to the Mayor’s Office through preparing reports, data gathering, written correspondence, meeting logistics and communication with internal and external contacts.
  • Maintain the filing and records management systems for the Mayor’s Office, and conduct research and report compilation as required.
  • Assist with the logistical coordination of various City events, including scheduling, reservations, orders and payments.
  • Perform other duties and tasks as assigned

City Clerk’s Office Support

  • Assist in the preparation of Council and Council Committee meeting packages, including coordination with various City departments to assemble reports and documentation.
  • Assist in the maintenance of the City Council and Appointments databases, and prepare communications on behalf of the Mayor’s Office and City Clerk’s Office as required.
  • Provide assistance with Clerk-related transactions, including dog licensing, vital records and elections.
  • Assist Customer Service Representatives/Assistant Clerks during peak periods of clerk-related business transactions throughout the year, such as elections and dog licensing
  • Provide notary services
  • Provide extensive records management support through maintenance, research, updates and disposition of City records.
  • Assist with voter registration and the issuance of absentee ballots.
  • Assist the City Clerk with special projects.
  • Perform other duties as assigned

Education, Training & Experience

High school diploma/GED required, with Associates or Bachelor’s degree in business, public administration or other relevant subject strongly preferred. Minimum 3 to 5 years of progressively responsible administrative and/or municipal office experience required. Must obtain Maine Notary Public certification within first year of employment. Any equivalent combination of relevant education, training and experience that provides the required knowledge, skills and abilities will be considered.

Requirements of Work (Knowledge, Skills & Abilities)

  • Ability to quickly gain knowledge and understanding of municipal organizations and the functions of city government.
  • Ability to quickly gain knowledge and understanding of State statutes relating to the duties and responsibilities of the Clerk’s Office.
  • Ability to quickly gain a solid knowledge of the provisions of the City Charter.
  • Thorough knowledge of modern office procedures, practices and equipment.
  • Ability to work independently and as part of a team and possess excellent communication, collaboration, and interpersonal skills.
  • Ability to prioritize oftentimes heavy workloads and use sound decision-making and solution-oriented problem-solving skills to enhance service effectiveness.
  • Excellent attention to detail with the ability to organize and coordinate a variety of activities and work within deadlines.
  • Solid skills for communicating across cultural and demographic differences. Effectively interact with, and disseminate information in a timely manner to, individuals with different cultural backgrounds, languages, age groups, genders, political affiliations, and communication styles.
  • Willingness and ability to courteously educate customers regarding necessary information to accurately complete their transactions.
  • Ability to maintain a positive attitude and contribute toward a quality work environment by consistently working harmoniously with employees, management, citizens, elected officials, vendors, local, state and federal agencies, and others.
  • Must demonstrate courtesy and professionalism at all times.
  • Ability to keep complex administrative and clerical records and prepare accurate reports.
  • Ability and desire to successfully obtain working knowledge of the duties and responsibilities of other positions within City Hall.
  • Intermediate to advanced proficiency in the following computer software/applications: Munis, Trio, and Microsoft Office: Word, Excel, Outlook and Access. Ability and willingness to learn and incorporate new software programs as needed.
  • Excellent organizational skills with the ability to manage multiple projects and deadlines in a fast-paced and ever-changing environment.
  • Must be able to improve on present work processes by implementing more efficient and effective procedures and systems.
  • Ability to maintain confidentiality and display professionalism while representing the Office of the Mayor.
  • Ability to pass required background check and willingness to attend and successfully complete any related training required for the position, or recommended by the City Clerk.

Physical & Mental Demands

The physical and mental demands described below are representative of the requirements necessary for an employee to successfully perform the essential functions of this position. Reasonable accommodation can be identified through the interactive process and implemented to enable people with disabilities to perform the described essential functions of the job.

Physical Demands

Duties are generally performed indoors in an office environment. Duties may require extended periods of standing, walking, sitting, talking, or hearing and using hands to finger, handle or feel. Duties require occasional periods of climbing or balancing, pulling/pushing items, lifting/carrying items, keyboarding, reaching with hands and arms, stooping, kneeling, crouching, or crawling. The employee must be able to lift up to 35 pounds independently and more with appropriate assistance. Sufficient speech and hearing are needed to convey and receive information over the phone and in person. Vision requirements include close vision and ability to adjust focus. Hazards are considered minor and controllable, but may include exposure to human error and angry/hostile humans. The noise level is usually moderate. Must be able to transport self to work-related meetings, workshops, conferences, etc.

Mental Demands

Duties require the ability to use written and oral communication skills; observe and interpret situations; read and interpret complex data, information and documents; analyze and solve complex problems; use math and mathematical reasoning at the algebraic level; perform highly detailed work under changing, intensive deadlines, on multiple concurrent tasks; work with constant interruptions; and interact with staff, officials, the public, and vendors.

General Nature & Scope of Work Disclaimer

The statements contained herein are intended to describe the general nature and scope of work being performed by employees assigned to this position and should not be construed as an all-inclusive listing of all duties, skills, and requirements of personnel so classified.

How to Apply

Interested applicants should submit a cover letter, resume, and application to Casey Provost in Human Resources by September 1, 2017.

Casey Provost, Human Resources Assistant and Recruiter
City of Westbrook
2 York Street
Westbrook, ME 04092
Email Casey Provost