About the Department
Provides direct, confidential support and project assistance to the Safety Service Director, the Mayor and other Department Heads as required. This role is privy to sensitive and confidential aspects for the City of Mount Vernon and is the liaison and a primary conduit of confidential and routine communication between City leader(s) and internal and external audiences. The Administrative Assistant manages schedules, travel/conferences, expenses, and oversees all logistical needs for on- and off-site meetings.
Position Duties
ESSENTIAL JOB FUNCTIONS:
- Serve as a primary point of contact for the Safety Service Office, assisting residents, employees, and visitors by answering questions and directing inquiries to appropriate departments or personnel.
- Coordinate appointments and communications for the Safety-Service Director and City Administration as needed.
- Assist with processing invoices, purchase orders, and vouchers, ensuring accurate and timely submission in accordance with City procedures.
- Provide support in maintaining payroll-related records and documentation for departmental review and submission.
- Maintain organized office files and records, including correspondence and departmental documents, in accordance with established policies and retention guidelines.
- Assist in the preparation and distribution of notices, memoranda, and other routine communications.
- Respond to routine questions and concerns from the public and City employees, referring more complex issues to appropriate staff.
- Support records retention and digitization efforts by scanning, indexing, and organizing documents for secure electronic storage.
- Assist with tracking and maintaining records related to City vehicles, including titles, insurance, and registrations.
- Provide administrative support for purchasing and bidding processes, including preparing documents and coordinating required paperwork under the direction of appropriate staff.
- Assist with processing and maintaining City contracts to ensure documentation is complete and properly filed.
- Attend meetings and provide administrative support as requested by the Safety-Service Director or City Administration.
- Serves as backup support to the City Clerk for City Council, Commission, and Board meetings and related administrative functions.
- Collaborate with administrative staff across departments to support consistent front-office coverage and efficient daily operations.
NON-ESSENTIAL JOB FUNCTIONS: Performs related non-essential functions as required.
I. JOB REQUIREMENTS
Equipment: Desktop and/or laptop computer and related software, printer, telephone, fax machine, copier, document scanner, and other standard office equipment.
Knowledge, Skills and Abilities (KSA’s):
Knowledge:
- Knowledge of City government practices and processes.
- knowledge and understanding of how the operations of the department impact related functional groups
- Knowledge of office management, personnel, financial, and administrative practices.
- Knowledge of principles and practices of effective customer service and customer-oriented telephone etiquette.
- Knowledge of office administrative practices and procedures, including file and document management procedures and practices.
Skilled In:
- Operating a personal computer.
- Skilled in organizational, time management, and multi-tasking skills.
- Customer service and de-escalation techniques.
Ability to:
- Ability to apply critical thinking skills to effectively define and solve problems, collect data, establish facts, draw valid conclusions using judgment, and analytical skills.
- Ability to work independently and prioritize work.
- Ability to maintain confidentiality of department matters.
- Ability to develop and maintain an effective working relationship with employees, other agencies and the public.
- Ability to effectively communicate verbally and in writing in order to give and receive information in a prompt and courteous manner.
- Ability to learn and manage department operational systems.
- Ability to offer tactical guidance or recommendations to internal and external customers to resolve issues within established guidelines.
- Provides coordination and support of assignments within a department or groups related to the budget.
I. DIFFICULTY OF WORK: Work is completed in a fast-paced environment with multiple interruptions throughout the day. While on the job, candidate may come in contact with difficult and sensitive material. Encounters with the public are stressful at times depending upon the reason for the visit or phone call.
III. SUPERVISORY RESPONSIBILITY: This position does not supervise other individuals.
IV. PERSONAL WORK RELATIONSHIPS: Contact is with co-workers, employees from public and private sector organizations and the public. The purpose of these contacts is to guide and direct, check on progress of work assigned, coordinating services, job development/referrals, make recommendations and handle questions about department, programs, and public concerns.
V. PHYSICAL EFFORT AND WORK ENVIRONMENT
Physical Requirements: The physical requirements of the position are identified as sedentary work, which may require the lifting of up to twenty-five (25) pounds.
Physical Activity: The physical activity of the position is manual dexterity, talking, hearing, lifting, pushing, pulling, reaching, and walking.
Visual Activity: The position requires the use of a dual-monitor computer.
Job Location: The minimum work conditions for the position indicate that the individual is not exposed to adverse environmental conditions. This position is located in City Hall within the City of Mount Vernon.
Minimum Qualifications
- Associates degree in business administration, preferred. Or, a combination of education & 5 years of experience.
- Two (2) years of office administration experience, preferred.
- Minimum of two years of Microsoft Suite experience.
- Must obtain and maintain a current State of Ohio driver’s license.