Employment Opportunities

Employment Application

 

POSITION OPENING

ADMINISTRATIVE ASSISTANT

 

The City of Silver Bay is accepting applications for the position of Administrative Assistant within the City Administration office.  The Administrative Assistant position is the first point of contact for the city office and provides confidential secretarial support for the City Administrator, Mayor, Council, and Department Heads.  The qualified candidate must be able to perform a variety of routine and complex clerical, administrative, and technical works in the processing and issuance of licenses and in conducting elections.  The qualified candidate must have graduated from high school or GED equivalent.  Specialized coursework in general office practices and one year of word processing programs is preferred.  This is a full-time position with competitive wages and benefits. Applications and full job description are available upon request at City Hall, 7 Davis Drive, Silver Bay, MN 55614.  Required city applications with original signature must be returned to the City Administrator by 4:00pm on Tuesday, February 21, 2017.  Resumes and cover letters are considered a supplement to the required city application.  EEOE/AA

 

ADMINISTRATIVE ASSISTANT

Primary Function:  To provide confidential secretarial support for the City Administrator, Mayor, City Council, and Department Heads in processing information.  Acts as first point of contact for the city office.  Performs a variety of routine and complex clerical, administrative, and technical works in the processing and issuance of licenses and conducting elections.

Tools and Equipment:  Typewriter, calculator, copier, computer, scanner, fax machine, etc.

Materials:  Miscellaneous forms, reports, office supplies, etc.

Source of Supervision:  City Administrator

Direction Exercised:  Minimal

Typical Duties Performed:

  1. Respond to customers at window, provide information, refer to other authorities when appropriate, and answer questions relative to City policy.
  2. Answer telephones, both City and Police lines. Screen Police calls, dispatch officers and/or take messages as necessary.
  3. Receive, sort, and distribute mail.
  4. Receive and post payments.
  5. Order supplies and maintain inventory for office and custodian.
  6. Issues cigarette, beer, liquor, dog and cat licenses; issue other permits as necessary. Prepare and process airport leases.
  7. Serve as resource for zoning and building permit questions; process applications; issue, mail and file permits.
  8. Process Utility requests (water shutoffs/turnons and transfers)
  9. Prepare and send past due notices for invoices and non-sufficient fund checks.
  10. Process Home Use Occupation Permits as needed including public hearing notices and renewals (renewals are every three years).
  11. Prepare Airport Hanger Storage Leases, renewals, and maintain waiting list.
  12. Complete Internet searches, respond to e-mail requests, update City Web page.
  13. General computer work; typing and copying including schedules, notices, purchase orders, etc., for all city departments.
  14. Attend city meetings and take minutes of meetings when necessary.
  15. Assist with election preparations and procedures.
  16. Process cemetery requests (issue plot deeds, burial invoices, update record books, etc.)
  17. Coordinate the city newsletter quarterly.
  18. Run all advertising as needed.
  19. Maintain annual contract renewals.
  20. Send snowplow letters to area business annually
  21. Send ‘Cold Weather Rule’ to all city residents annually.
  22. Prepare and send past due notices for invoices and non-sufficient fund checks.
  23. May assist police department with office work.
  24. Assists the Assistant Deputy Clerk.
  25. Perform other general office work as required.

 

Required Minimum Qualifications

  1. Graduation from a high school or GED equivalent and specialized course work in general office practices such as typing, accounting, data processing, transcription, and stenography.
  2. One year of experience using word processing programs including Microsoft Excel and Word.
  3. Ability to work and communicate with the public and city employees.

 

Desired Qualifications

  1. Ability to type and be proficient on a computer. Must be able to type 60 words per minute.
  2. Ability to prioritize and work independently.
  3. Knowledge of and experience with Windows, Microsoft Word and Excel, Publisher.
  4. Knowledge of and experience with internet searches and e-mail techniques is desirable.
  5. Knowledge of HTML language and FTP protocols is desirable.
  6. Ability to take shorthand is desirable.
  7. Ability to perform transcription.
  8. Must have attention to detail.

 

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

The employee is frequently required to walk, sit and talk or hear.  Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus.

 

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

Selection Guidelines:

Formal application, rating of education and experience; oral interview and reference check; job related tests may be required.

 

The duties listed above are intended only as illustrations of the various types of work that may be performed.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

 

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

 

Council Approval Date:    6/26/08