Administrative Assistant - Mayor's Office

Full Job Description

Agency Summary

As the head of the executive branch, the Office of the Mayor is responsible for enforcing city ordinances and state laws; appointing, supervising and removing heads and employees of city government departments, agencies and divisions; appointing, supervising, and removing deputy mayors, with appointments subject to City-County Council approval; communicating and coordinating with the City-County Council concerning the financial condition and budget of the city and county; and setting the salaries of city employees.

Job Summary

Position is responsible for providing a variety of administrative tasks including the responsibility of maintaining the front office and responsible for responding to inquires in all form of communications in a professional manner.

Incumbent in this position follows the knowledge of established policies and procedures, which controls most of the incumbent(s) actions. Very limited independent judgment is utilized.

Position reports to the Mayor’s Executive Assistant.

Equal Employment Opportunity

The City of Indianapolis Marion County is an equal opportunity employer.

All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status.

We value diversity in perspectives and experiences among colleagues and the residents of this city of whom we serve.

Requirements

• Answers phone lines, take messages, provides information, or redirects call as appropriate.
• Responsible for checking daily the office voicemail and redirecting messages when appropriate.
• Reviews and answers correspondence as appointed or directed.
• Quickly familiarize services offered by most government agencies to accurately assist residents.
• Responsible for opening and routing all incoming mail to the appropriate staff members and agencies.
• Monitor and respond to electronic correspondence that arrives via the “Write to the Mayor” portal.
• Assist with drafting communications and Mayoral proclamations.
• Responsible for greeting visitors upon their arrival and coordinate with the appropriate staff member.
• Prepares, schedules, reports and tracks information for key executives and others as required.
• Prepares simple analyses of requested information or data.
• Develops or generates and distributes reports.
• Checks and follows-up as required ensuring responsibilities are met in a timely manner.
• Coordinates collection and preparation of operating reports for the agency or division assigned.
• Maintains all records, files, and documentation in accordance with federal regulation.

Must maintain confidentiality at all times.Admin assistants are cross trained and assist in other areas of the office, including up front customer service.This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities that management may deem necessary from time to time.

Qualifications Minimum Job Requirements and QualificationsHigh School diploma or equivalent with a minimum of two (2) years prior work-related experience is required.

Courteous treatment of customers whether face-to-face or telephonically. Must have and show emotional intelligence as position will deal with a diverse population.

Knowledge of spreadsheet(s), database(s), and other software is required. Must be able to operate standard office equipment such as a calculator, copy, facsimile machine, typewriter, or computer.

Must type accurately, update or create reports, and spreadsheets as needed. Demonstrate creative ability when presented with unformatted projects or ideas.

Must be able to communicate effectively both in oral, verbal, and written formats.Preferred Job Requirements and QualificationsAssociate degree in Business Administration, or a related field with a minimum of one (1) year of related work experience is required.

Courteous treatment of customers whether face-to-face or telephonically. Must have and show emotional intelligence as position will deal with a diverse population.

Knowledge of spreadsheet(s), database(s), and other software is required. Must be able to operate standard office equipment such as a calculator, copy, facsimile machine, typewriter, or computer.

Must type accurately, update or create reports, and spreadsheets as needed. Demonstrate creative ability when presented with unformatted projects or ideas.

Must be able to communicate effectively both in oral, verbal, and written formats.