<p>Description</p> <p>The City of Caldwell is looking for an Administrative Assistant to join the City Clerk's Department. Individual performs a variety of administrative, clerical, technical, bookkeeping and related administrative support tasks for assigned Department; performs related work as required.</p> <p>Work may include maintaining financial and specialized department records and interaction with key departments, personnel and the public. The nature of the work performed requires employee establish and maintain effective working relationships with City officials and employees, business owners, other government agencies, and the general public. The work is performed in an office environment.</p> <p>The closing date may change for this position depending on the volume of applications received</p> <p>Responsibilities</p> <ul> <li>Performs personal and confidential secretarial and administrative support tasks. </li><li>May prepare purchase orders, assigns accounting numbers for all purchases, enters requisition data onto computer network files. </li><li>May prepares and processes accounts payable and keeps documentation as required. </li><li>May perform accounts receivable for designated revenue sources and prepares and inputs invoices, balances ledgers, prepared revenue deposits and ensures timely payments. </li><li>Transcribes or prepares a variety of correspondence including letters, minutes, reports, statements, grant applications, specifications, contracts, memoranda, notices, resolutions, budgets, financial and statistical tables, requisitions and other related materials, including confidential correspondences and reports. </li><li>Distributes and sorts all incoming and outgoing mail. </li><li>Prepares correspondence, reports, lists and other documents on computer as requested by other designated office personnel. </li><li>Complies with City, department or office rules, policies and regulations in accordance with prescribed procedures and guidelines. </li><li>Tracks and records a wide variety of department or division activities, operations and events. </li><li>Copies, packages and distributes a variety of written materials as requested by other designated office personnel. </li><li>Answers department telephone calls, receives and greets visitors to the department and provides information to callers and visitors or makes referrals to other appropriate departments or City personnel. </li><li>Gathers, assembles, updates, distributes and/or files a variety of information, forms, records and data as requested. </li><li>Listens to and directs complaints from the public relating to department operations and takes appropriate action to resolve and refer such complaints. </li><li>Collects and researches data for reports as requested. </li><li>May requisition supplies and materials for the department as approved. </li><li>May prepare bids and specifications relating to the purchase of paper, office supplies, computer supplies and printing services. </li><li>May perform cost/product comparisons, confers with vendors to obtain product/service information and determines vendor selection. </li><li>Interacts well with other City departments and departmental personnel in the communication of information and safeguards confidential information regarding personnel issues. </li><li>Schedules hotel and travel arrangements for department employees attending schools and conferences and coordinates with the Finance Department for travel advances and reimbursement requests. </li><li>Performs all work tasks and activities in accordance with City policies, procedures and safety practices. </li><li>Keeps immediate supervisor and designated others fully and accurately informed concerning work progress, including present and potential work problems and suggestions for new or improved ways of addressing such problems. </li><li>Respects the opinions of others and maintains a positive and professional working relationship with employees, supervisors and others. </li><li>Responds to citizens' questions and comments in a courteous and timely manner. </li><li>Communicates and coordinates regularly with appropriate others to maximize the effectiveness and efficiency of interdepartmental operations and activities. </li><li>Attends approved meetings, conferences, workshops and training sessions and reviews publications and audio-visual materials to become and remain current on the principles, practices and new developments in assigned work areas as requested by supervisor. </li><li>May receive and record fees. </li><li>Performs other related tasks as assigned. </li></ul> <p>Minimum Qualifications</p> <ul> <li>At least two years of full-time work experience performing secretarial and administrative support, including use of Microsoft Office programs and office equipment. </li><li>Experience must include drafting correspondence, emails, and proofreading documents and reports. Reception work does not qualify. </li><li>Some positions may require a valid driver's license. </li><li>All positions are subject to a background check, pre-employment drug test and credit check. </li></ul>