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Administrative Assistant for the City Manager & Planning Department

Job Description
The City of Saratoga Springs has an opening for an Administrative Assistant for the City Manager and Planning Department. The purpose of this position is to perform administrative duties and secretarial work of a complex, varied, and recurring nature as confidential assistant to the Mayor, City Manager, and Planning Department. This position also perform routine administrative functions relating to the preparation of correspondence, coordination of information, arranging meetings and appointments. This position may also perform special projects and research activities as directed by the City Manager or other administrative functions.
These duties may involve different and unrelated processes and methods. Individuals are expected to possess considerable knowledge of modern administrative, secretarial and office procedures concerning business English, spelling, grammar and correct composition. This is a part-time position working approximately 25 hours per week for a total of approximately 1300 hours annually, with a schedule of Monday through Thursday from 9:00 a.m. until 3:00 p.m.; hours may fluctuate based on ongoing projects.
Responsibilities
ESSENTIAL JOB FUNCTIONS:
â ¢ Perform secretarial and administrative functions related to the preparation of reports, statistical data, correspondence, confidential memoranda and other documents for the City Manager and Administration Department.
â ¢ Coordinate and maintain filing and records systems for the City Manager and Planning Department.
â ¢ Operate and maintain word processing files utilizing computer technology.
â ¢ Coordinate meetings, including the scheduling of available meeting space and training sessions.
â ¢ Respond to public inquiries in person and on the telephone. Provide basic assistance to residents and developers at the front counter as needed. Refer inquiries to other City employees/departments when required.
â ¢ Collect and prepare data for a variety of reports and documents required by the City Manager and Administration Department.
â ¢ Organize, route, and file Planning Department plans with all reviewing City departments.
â ¢ Coordinate with City staff on project submittals allowing for redâ  lines and corrections to be returned to applicants/developers.
â ¢ Send out public notices to property owners before required meetings.
â ¢ Assist with providing Development Code updates to the Planning Commission, City Council and City staff as necessary.
â ¢ Perform other duties as assigned.
Qualifications
JOB QUALIFICATIONS & COMPETENCIES:
Education & Experience:
â ¢ Graduation from high school or GED equivalent;
â ¢ Five years of progressively responsible secretarial, administrative experience, preferably in a municipal setting; or
â ¢ A combination of equivalent education and experience may be substituted for yearsâ  of work experience.
Certifications Required:
â ¢ A valid Utah State Driver License.
Knowledge of:
â ¢ General PC computer operations.
â ¢ Standard office equipment and how to utilize their different functions.
â ¢ City departments, staff, and their associated functions.
â ¢ Organizational processes including stress management and time management skills.
â ¢ Correct use of English language and vocabulary, both excellent written and oral communication methods.
Ability to:
â ¢ Interact with the public in all situations while maintaining a professional, pleasant, and courteous demeanor.
â ¢ Handle confidential information in a sensitive manner.
â ¢ Attention to detail and high level of accuracy.
â ¢ Very effective organizational skills.
â ¢ Ability to use Microsoft Office programs including Word, Excel, Outlook, Internet Explorer and Power Point.
â ¢ Ability to use specialize software such as CityWorks and Laserfiche.
â ¢ Utilize efficiently office equipment including, but not limited to, a photo copier, telephone, facsimile, adding machine, shredder, multi-line telephone system, computer and other standard office equipment.
â ¢ Maintain effective working relationships with elected and appointed officials, City staff, members of the public, and others encountered in the course of work.
â ¢ Communicate well with the public in a courteous and professional manner by telephone, in writing, and in person.
â ¢ Understand, analyze, and recommend actions to the City Manager and Administration Department.
â ¢ Proof read documents.
â ¢ Read, interpret, apply and explain rules, regulations, policies and procedures.
â ¢ Manage heavy workloads and multitask.
â ¢ Maintain project files and records.
â ¢ Be a team player.
â ¢ Problem solve.
â ¢ Manage stress.
â ¢ Type accurately.
â ¢ Work independently with general supervision.
â ¢ Understand and carry out written and oral instructions.
â ¢ Exercise sound and good judgment at all times.
WORKING CONDITIONS:
The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functionsâ  including but are not limited to the job functions, qualifications, and competencies listed hereinâ  of this job in the working conditions below. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. The successfully candidate must be able to perform under the physical demands and work environment of a typical office environment including but not limited to the following:
â ¢ Work involves walking, talking, hearing, using hands to handle, feel or operate objects, tools, or controls, and reaching with hands and arms.
â ¢ Sit at a desk or table to operate a computer and related equipment and to type, read, proofread, interpret, and apply information obtained therefrom.
â ¢ Work at a project for sustained periods of time while maintaining efficiency, attention to detail, alertness, proficiency, and accuracy.
â ¢ Stoop and/or bend to move items into and between file drawers or other storage areas.
â ¢ Regularly walk, stand, or stoop for an extended period of time.
â ¢ The noise level in the work environment is usually moderately quiet while in the office.
â ¢ Work may periodically require the employee to climb, balance, bend, stoop, kneel, crouch, and/or crawl.
â ¢ Lift, carry, push, pull or move boxes or other items weighing up to 30 pounds.
â ¢ Lift, carry, push, pull, or move carts of items weighing up to 100 pounds.
â ¢ Drive to meetings, appointments, and events.
Additional Information
APPLICATION PROCESS:
To apply, please submit a City application form, cover letter, and resume in person, by mail, or electronically to the City of Saratoga Springs, Human Resources, 1307 North Commerce Drive, Suite 200, Saratoga Springs, Utah, 84045, or by email to hneibaur@saratogaspringscity.com, or by fax to (801) 766-9794. Applications forms may be obtained on-line at www.saratogaspringscity.com.
SALARY RANGE:
The full wage range is as follows, please note hiring will normally occur at the minimum of the range and will not exceed the midpoint: Minimum - $13.94/hr., Midpoint - $17.08/hr., Maximum - $20.22/hr.
BENEFITS:
There are no benefits offered as part of this position.
CLOSING DATE:
Open until filled. A first review of applications will be conducted on or after Monday, June 12, 2017 at 8:00 a.m. anything received after this date is not guaranteed a review or interview. Please direct questions to Holly Neibaur at hneibaur@saratogaspringscity.com.
SUSPENSION OF PROCESS, ETC.:
The City reserves the right to reject any and all applicants, to waive any requirement set forth in this announcement, and to hire anyone as the City Manager or designee deems to be in the Cityâ  s best interest, all subject to legal requirements. Any application in response to this Announcement is at the applicantâ  s sole risk and expense. Although the City anticipates hiring one of the applicants responding to this announcement, there is no guaranty that any responding applicant will be hired.
Saratoga Springs is an Equal Opportunity Employer.
Pre-employment drug testing, proof of employment eligibility, and a background check are required.

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