Administrative Assistant II

$39,520 - $39,520/Yr

City Of Jeffersonville - Jeffersonville, IN

Full-time - Entry Level

Jeffersonville, IN

Heavy and Civil Engineering Construction

About the position

The Administrative Assistant II position at the City of Jeffersonville's Parks and Recreation Department provides essential administrative support to the Department Director and Supervisors. This role involves managing schedules, preparing budgets, maintaining records, and facilitating communication within the department and with the public. The position requires a high level of confidentiality and the ability to handle various administrative tasks efficiently.

Responsibilities

• Prioritize and maintain the Department Director's calendar; schedule appointments and arrange meetings.
• Make travel arrangements for the director and other staff members.
• Prepare agendas and attend various meetings on behalf of the Department; prepare and distribute minutes and coordinate Department activities.
• Assist in budget preparation and monitoring by maintaining, compiling, and reporting on budget-related data.
• Assist in monitoring project budgets for adherence to budgeted expenditures and time schedules.
• Compile annual budget requests, recommend expenditure requests for designated accounts, compile revenue projections, and monitor approved budget accounts.
• Record sales and payments, pay bills, prepare and report daily deposits, process purchase orders, and process claims.
• Maintain confidential records of department operations and personnel files.
• Enter department payroll and maintain time records.
• Prepare and process routine personnel actions for department personnel.
• Prepare, process, and maintain administrative documents including permits and insurance.
• Compose business letters, memos, emails, and related department communications/correspondence.
• Develop and revise forms and report formats.
• Answer department phone, direct callers/visitors, and provide information to the public, contractors, vendors, and City staff personnel.
• Assist in the investigation of customer complaints and recommend necessary action to resolve complaints.
• Represent the department in inter-departmental task forces, committees, and at special events as requested.
• Review, research, summarize, and track a variety of fiscal, statistical, and administrative information, plans, or projects; assist in the preparation of annual, quarterly, or other administrative reports.
• Participate in conducting surveys and studies by gathering, compiling, tabulating, and reporting data.
• Record and process registrations for programs, classes, and other department-sponsored activities.
• Maintain the master calendar for the facilities and parks activities and events.

Requirements

• Must possess at least a high school diploma/GED.
• Minimum of 4 years secretarial/administrative/clerical office support experience.
• Prefer 1-2 year degree/certificate in administrative/clerical/bookkeeping program.
• Equivalent combination of education, skills, and experience may be considered.
• Ability to read, analyze, and interpret general business periodicals, professional journals, and governmental regulations.
• Ability to write reports and business correspondence.
• Ability to solve practical problems where only limited standardization exists.

Nice-to-haves

• Experience with budget monitoring and preparation.
• Familiarity with Microsoft Office Suite, particularly Excel and Word.
• Strong interpersonal skills and ability to maintain confidentiality.

Benefits

• Competitive hourly wage of $19.
• Full-time employment with a consistent schedule from Monday to Friday.