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Title

Administrative Assistant II - Mayor's Office 

Open Date 1/17/2020  
Close Date 1/23/2020  
Full-Time/Part-Time Full-Time  
Exempt/Non-Exempt Non-Exempt  
Bargaining / Non-Bargaining Non-Bargaining  
Division Mayor's Office  
Location Mayor's Office  
Reports To Chief of Staff to the Mayor  
Schedule 8:00 am-5:00 pm, Monday-Friday. Hours may vary based on departmental need.  
Pay Rate $35,000-$43,000/yr.  
Description

SUMMARY
The Administrative Assistant II performs a wide range of administrative support tasks for the Mayor’s Office. This individual greets visitors and provides administrative support to the department including managing the Mayor’s email account and managing special projects.

ESSENTIAL DUTIES AND RESPONSIBILITIES
This list represents the types of duties required by this position. Other duties may be assigned as reasonably expected.
• Greets and assists all visitors at the front desk/reception area, answering questions and responding to inquiries in a kind, professional, and welcoming manner.
• Answers the telephone, thoroughly screens calls, and directs related requests to the proper person.
• Manages the Mayor’s email account, directing requests and messages to the proper person or department, and ensuring prompt responses to residents.
• Maintains office records, files, and reports.
• Organizes City social and community events including calls for donations, employee-related functions, United Way, etc.
• Serves as backup support to the Executive Assistant & Director of Special Projects.

NON-ESSENTIAL/MARGINAL FUNCTIONS
• Other duties as assigned.

QUALIFICATIONS
To perform this position successfully, an individual must be able to perform each essential duty in a satisfactory manner. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 
Position Requirements

EDUCATION / QUALIFICATIONS
• High school diploma or equivalent education required.
• At least two years’ administrative support experience gained in a high-paced office environment required.

KNOWLEDGE, SKILLS AND ABILITIES PREFERRED
• Exceptional customer service skills and ability to interact enthusiastically, tactfully, professionally, and kindly with all persons on the telephone and in person.
• Strong administrative skills, including organization and a full ability to use all Microsoft Office Suite products.
• Excellent time management skills and the ability to prioritize work.
• Ability to perform tasks despite talking and frequent interruption.
• Ability to establish and maintain effective relationships and communications with the general public, staff, and external agencies.
• Strong problem-solving skills, a high attention to detail, and an enthusiasm for teamwork.
• Demonstrated ability to act with tact and discretion in managing highly confidential, sensitive, or political matters.
• Ability to learn new software and technology.

CERTIFICATES, LICENSES, REGISTRATIONS
None.

EQUIPMENT
• Desktop and laptop computer; landline and cellular; facsimile machine; copier; scanner.

PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and walk, and talk or hear. The employee is required to use hands to fingers, handle or feel objects, tools or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required in this job include vision and the ability to adjust focus.

WORK ENVIRONMENT
As the first point of contact for visitors to the Department, presence in the office is essential. Work is performed in office settings, with moderate inside temperatures. The noise level in the work environment is usually moderate in the office. The entire office is smoke free.

 
About the Organization South Bend is the economic, educational, media, and cultural hub of a multi-county region spanning the Michigan-Indiana border. It's the fourth-largest city in Indiana with over 100,000 residents. South Bend's flourishing collegiate community and burgeoning tech industry have built upon the foundation of the city's industrial past to create a vibrant present and a promising future. The city's 14 institutions of higher learning, including the internationally renowned University of Notre Dame, infuse South Bend with creative energy in the arts, business, and technology. Combined with recent economic growth, strong neighborhoods, an affordable cost of living, exciting recreational opportunities, and thriving arts venues make South Bend a fabulous place to live, work, and, play.


***AmeriCorps, Peace Corps, and other national service alumni who meet the required qualifications are encouraged to apply.***  
EOE Statement EOE/ADA Statement

The City of South Bend provides reasonable accommodations to applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application/hiring process should contact the Legal Department's ADA Compliance Officer at aderose@southbendin.gov and Office of Human Resources at humanresources@southbendin.gov to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.

The City of South Bend seeks to attract, develop, and retain the highest quality public safety officers, staff and administration. The City of South Bend is an Equal Opportunity Employer, and is committed to building a culturally diverse workplace. We strongly encourage applications from underrepresented candidates and others that will enhance our community in compliance with EO No. 1-2016 Section 1. Moreover, the City of South Bend prohibits discrimination against veterans or disabled qualified individuals, and requires affirmative action by covered contractors to employ and advance veterans and qualified individuals with disabilities in compliance with 41 CFR 60-741.5(a) and 41 CFR 60-300.5(a).  

This position is currently not accepting applications.

To search for an open position, please go to http://CityofSouthBend.appone.com



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