Share Email Opening Title Administrative Assistant II - City Clerk  Open Date 2/28/2020   Full-Time/Part-Time Full-Time   Exempt/Non-Exempt Non-Exempt   Bargaining / Non-Bargaining Non-Bargaining   Division City Clerk's Office   Location City Clerk's Office   Reports To City Clerk   Schedule Monday-Friday, 8:00 am-5 pm. Schedule is subject to vary based on departmental need including required evening and weekend meeting attendance.   Pay Rate $40,000-$43,000/yr.   Description SUMMARY The Administrative Assistant II serves as the primary point of contact of internal and external constituencies on all matters pertaining to the Clerk's office and Common Council. This individual will provide administrative support for the clerk while exercising a high degree of discretion. This position regularly works up to five or more hours per week outside of regularly scheduled business hours to attend Council and Committee meetings. ESSENTIAL DUTIES AND RESPONSIBILITIES This list represents the types of duties required by the position. Other duties may be assigned as reasonably expected. • Attends all City Council and Committee meetings, on and off-site, and transcribes minutes, ensuring consistent format and accuracy of content. • Sets up recording equipment at Council and Committee meetings. • Provides administrative support for City Council, Council Attorney, and Clerk including composing correspondence, preparing reports and presentations, drafting of legal documents, etc. • Prepares resolutions, commendations, staff reports and meeting minutes. • Review, distribute, and follow through on all incoming office communications. • Filing and information management. • Greets and assists the public. • Scans all ordinances and resolutions passed by the Common Council into Laserfiche computer software program. • Completes special projects and duties assigned by City Clerk. • Serves as a back up to Deputy City Clerk (Director of Policy), and also to Ordinance Violations Bureau Clerk, as needed. • Provides additional support and assistance in the efficient and effective delivery of City services. NON-ESSENTIAL DUTIES AND RESPONSIBILITIES • Answers phones, assists customers, and performs other duties as required. 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 AND/OR EXPERIENCE • Bachelor’s degree, paralegal certificate/training program, or equivalent education and/or 5 years of executive level administrative support or demonstrated legal, paralegal, writing or editing experience required. KNOWLEDGE, SKILLS AND ABILITIES PREFERRED • Ability to work flexible hours including evenings in order to attend City Council and Committee meetings, both on and off-site. • Proven ability to manage multiple tasks in a fast-paced environment. • Strong grammar and writing skills. • Detail oriented and organized with the ability to handle multiple tasks and meet deadlines in a fast- paced environment. • Ability to effectively meet and interact with the public, work cooperatively with others, and handle stressful situations. • Strong computer skills including MS Office. • Bilingual language skills (Spanish preferred) a plus, but not required. CERTIFICATES, LICENSES, REGISTRATIONS • Paralegal certificate preferred. EQUIPMENT Desktop and laptop computer, telephone, fax, copy machine, calculator. 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 occasionally required to walk; 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 40 pounds. Specific vision abilities required in this job include vision and the ability to adjust focus. WORK ENVIRONMENT Work is performed in office setting, with moderate inside temperature. The noise level in the work environment is usually quiet to moderate in the office. Entire office is smoke free.   Required   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, Michael Schmidt, at legaldept@southbendin.gov and 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. 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