ADMINISTRATIVE ASSOCIATE

About the Role

The Administrative Associate provides essential administrative and clerical support to the City Controller's Office, ensuring the smooth operation of office functions. This role is responsible for maintaining records, preparing reports, coordinating schedules, and assisting with financial and compliance tasks in accordance with municipal regulations. The Administrative Associate serves as the primary receptionist for the City Controller’s Office.

Key Responsibilities

• Manage correspondence, including emails, memos, and reports, and ensure timely communication within and outside the department.
• Maintain and organize office files, records, and documents, ensuring compliance with recordkeeping regulations.
• Compile, input, and update financial and operational data in relevant systems.
• Compile data for use in a variety of reports, surveys, inventories, and studies.
• Assist in preparing routine and ad hoc reports, including financial summaries and compliance audits.
• Conduct basic analysis of data and provide recommendations to supervisors as needed.
• Serve as the first point of contact for internal and external inquiries, providing accurate information or redirecting to appropriate personnel.
• Handle requests from other city departments, vendors, and constituents with professionalism.
• Monitor and order office supplies to maintain inventory levels and enter work orders.
• Time stamp and distribute all incoming contracts and ordinances.
• Assist in processing invoices, purchase orders, and other financial transactions.
• Support special projects or initiatives as directed by the City Controller or division management team.
• Provide technical guidance and assistance to clerical staff.
• Perform other duties as requested.

Requirements & Tech Stack

• Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Familiarity with database systems.

Qualifications

Minimum Requirements:

• Requires a Bachelor's degree in Business Administration, Liberal Arts, or a related field.
• Professional administrative experience may be substituted for the education requirement on a year-for-year basis.
• No experience required.
• No license requirements.

Key Skills and Abilities:

• Ability to plan, organize, and prioritize work assignments.
• Exceptional verbal and written communication skills.
• Use of appropriate written and verbal language and grammar with minimal errors.
• Exceptional attention to detail.
• Demonstrated ability to meet multiple demands and customer needs using a variety of methods and best practices while incorporating customer feedback.
• Strong organizational and time-management skills.
• Ability to handle sensitive and confidential information with discretion.
• Detail-oriented with strong problem-solving abilities.

Preferences:

• Candidates who can conduct in-depth analyses of city operations across various departments to identify inefficiencies, bottlenecks, and areas for improvement.
• Candidates with a track record of working with department heads to map and assess key operational processes, focusing on aligning them with budgetary constraints and organizational goals.
• Ability to evaluate operational performance and make recommendations to enhance service delivery while optimizing resource utilization.
• Eligible veteran applicants provided they possess the necessary qualifications.

Work Conditions:

• Physically comfortable; discretion about walking, standing, etc.
• May periodically be subject to outdoor conditions.

Selection Process:

• Department may administer skills assessment test.