Ltd Appt: Administrative Assistant I - City Clerk's Office



Job Details

Ltd Appt: Administrative Assistant I - City Clerk's Office
Employer

City of Rochester

Salary

$13.00 - $15.00 Hourly

Location

Rochester MN 55904, MN

Job Type

Limited Appointment

Job Number

20180529

Department

City Clerk's Office

Opening Date

04/27/2018

Closing Date

Continuous

POSITION DESCRIPTION

The City of Rochester invites applications for the position of:


Administrative Assistant I (Full-Time, Temporary)

City Clerk's Office

This is a limited, full-time position available immediately.  The duration of the position is temporary and will not exceed 67 working days.

 
Nature of Work
The Administrative Assistant I is an entry-level clerical support position within the City. Typical duties may include, but are not limited to greeting and directing department visitors; answering/routing telephone calls; providing general information and/or forms to customers; completing data entry in computerized systems; preparing routine office correspondence; coordinating meetings; and performing general clerical support tasks within the designated department. The Administrative Assistant I is generally the first point of contact for the department and accordingly may encounter disgruntled or challenging public customers on a regular basis. Depending upon assignment, this position may also work with cash/payment transactions.

 
Work hours
Day hours (8am to 5pm) Monday through Friday.

 
Applications will be accepted until the position is filled.

DUTIES AND RESPONSIBILITIES

The duties of this position will vary, but may include performing work in support of the following Clerk's Office functions: licensing, parking permits, fine collections, and assessment searches as well as general reception and clerical duties.

MINIMUM QUALIFICATIONS

Education and Experience
An Associate's degree from an accredited program in business, accounting, administrative support or closely related field AND one (1) year of full-time equivalent employment experience performing administrative office duties
OR
A high school diploma AND three (3) years of full-time equivalent employment experience performing administrative office duties

A high-level of proficiency in Microsoft Office software; including, but not limited to: Microsoft Office and Microsoft Excel is also required.

ADDITIONAL INFORMATION

KNOWLEDGE, SKILLS AND ABILITIES
Knowledge of: office practices, procedures and equipment; local City Ordinances related to licensing and permits; English, math, spelling, punctuation, sentence structure and grammar.

Skill in: providing customer service in an ethical and professional manner; working with simple accounting and cash handling; interacting effectively with employees, departments, management, and the general public; respecting diversity.

Ability to: communicate effectively both verbally and in writing; establish and maintain effective working relationships with other employees and the general public; perform cashier functions; follow oral and written instructions, to learn assigned tasks, and to adhere to prescribed procedures; maintain confidentiality; multi-task amid changing priorities, frequent interruptions and requests; work self-directed and be well-organized.

PHYSICAL AND ENVIRONMENTAL CRITERIA
In compliance with the Americans with Disabilities Act, the following represents the physical and environmental demands for this position. The employee must be able to perform the essential functions with or without accommodation.

In consideration of the overall amount of physical effort required to perform this position, the work is best described as Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Physical demands that may be required continuously (2/3 or more of the time), frequently (1/3 to 2/3 of the time), and occasionally (up to 1/3 of the time) are noted below:

Continuous demands: Standing, Sitting, Walking, Fine dexterity
Frequent demands: Lifting, Handling, Reaching, Carrying
Occasional demands: Pushing/Pulling, Kneeling, Crouching, Bending

Sensory requirements necessary in the performance of the essential functions of this position include: sight, hearing, touch.

Environmental conditions that may exist in the performance of the essential functions of this job include: NONE (not substantially exposed to environmental conditions)

No benefits available for Temporary / Seasonal / Part-time positions

01
The following supplemental information may be used as a scored evaluation of your knowledge, skills and experience. Be certain that the choices you make correspond to the information you have provided in your application and resume. You must be honest and accurate in answering the supplemental questions and do not type "see resume". You may also be asked to demonstrate your knowledge and skills in a work sample or during an interview for this position. By completing this supplemental questionnaire you are attesting that the information you have provided is true and accurate. Any information provided may be reviewed by the hiring manager. Any misstatements or falsification of information will eliminate you from consideration or may result in dismissal. Do you understand and agree with this statement?
  • Yes
  • No
02
Which of the following best describes your level of education?
  • High school diploma or equivalent G.E.D.
  • Less than 2 years post-secondary training
  • Completion of a 2 year program or degree
  • Completion of a 4 year program or degree
  • Completion of a Master's degree or higher
  • None of the above
03
Other than your High School diploma/GED, which of the following best describes the field of study for your degree?
  • Business
  • Accounting
  • Administrative Support
  • A field of study/degree closely related to the above
  • My field of study/degree is in an area NOT RELATED to any of the above
  • N/A - I do not have a degree
04
Please list the specific program/degree that you completed. Include the name of the educational facility and location. Do not type "See Resume". If no program was attended, type "N/A". NOTE: If asked to interview or upon hire, proof will be required.
05
Which of the following best describes your years of full-time equivalent employment experience performing administrative office duties?
  • No experience
  • Less than 1 year
  • More than 1 year, but less than 3
  • More than 3 years, but less than 5
  • More than 5 years, but less than 7
  • More than 7 years, but less than 10
  • More than 10 years
06
Does your employment experience performing administrative office duties include any of the following? (Select all that apply)
  • Perform receptionist duties by greeting visitors
  • Provide information as requested
  • Answer calls, direct calls appropriately, and take messages
  • Enter information into a computer database on a timely and accurate basis
  • Prepare letters, memorandums, forms, notices, reports and other related documents
  • Compile information and prepare special reports as requested
  • Maintain department files including indexing and archiving
  • Coordinate purchasing office supplies
  • N/A - I have not performed any of these duties
07
Describe your employment experience performing administrative office duties including any experience in the specific areas listed above. Please include your position title(s), the employer name(s), duration of employment and the actual duties you performed. Do not type "See Resume". If no experience, type "N/A".
08
Indicate your experience using Microsoft Word. Check each function in which you are PROFICIENT.
  • Entering and editing text
  • Using the comments function
  • Creating, modifying, and applying styles
  • Creating tables
  • Using columns and breaks
  • Selecting, moving and copying text
  • Setting and removing tabs
  • Creating page breaks
  • Creating numbered and bulleted lists
  • Creating headers and footers
  • Applying borders and shading
  • Inserting clip art/graphics
  • Using mail merge to create form letters
  • None of the above
09
Which of the following best describes your level of proficiency with Microsoft Excel?
  • No experience
  • Limited - I am somewhat familiar with its functionality
  • Moderate - I have used it to organize data and/or create graphs and charts
  • Extensive - I use Excel as a regular part of my job and can create formulas, pivot tables, etc.
10
Indicate your experience using Microsoft Excel. Check each function in which you are PROFICIENT.
  • Formulas
  • Formatting
  • Conditional formatting
  • Basic charting
  • Advanced charting
  • Excel tables
  • Pivot tables
  • Data validation, filters
  • Advanced formulas
  • Importing external data
  • Shortcuts, productivity
  • Basic form controls, macros
  • None of the above
11
Describe your employment experience using Microsoft Excel. Describe in detail an example of a complex spreadsheet that you created and how it was used. If no experience, type "N/A."
12
OTHER QUALIFICATIONS: Describe any other special training you've completed or skills and experience you currently possess that you feel would make you the best-qualified person for this position.
13
CONDITIONS OF EMPLOYMENT: If selected as a finalist, are you willing to undergo a background investigation which may include, but not limited to: verification of employment and educational records, identification verification, driver's license record and a criminal history?
  • Yes
  • No

* Required Question

Employer
City of Rochester
Address
201 4th Street SE

Rochester, Minnesota, 55904
Phone
(507) 328-2555
Website
http://www.rochestermn.gov/departments/human-resources/employment

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