Administrative Assistant

This is a full-time administrative support position responsible for front-line administrative and operational support duties for the Public Service Community Development and Parks and Recreation Departments. The position involves extensive public contact effective inter-departmental coordination and the exercise of independent judgment initiative and discretion in conformance with City policies. The position is expected to require minimal daily supervision with detailed direction required primarily for special assignments. Work is reviewed by the Public Service Director Community Development Administrator & Parks and Recreation Director based on results achieved compliance with policies and procedures and alignment with organizational goals and priorities.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Administrative & Executive Support (All Departments)

• Receives and screens incoming inquiries resolves or escalates constituent complaints as appropriate and directs complex matters to appropriate authority.
• Maintains a positive and professional demeanour as a primary point of public contact improving community relations.
• Maintains physical and electronic departmental files ensuring confidentiality and compliance with applicable records laws and policies.
• Schedules appointments coordinates meetings and manages executive calendars as requested.
• Prepares edits submits and transcribes correspondence meeting minutes agenda packets requisitions transmittals notices and reports.

• Processes incoming invoices purchase orders requisitions payment requests and contracts in accordance with City policies for approval by supervisors.
• Coordinates purchasing and inventory of routine office supplies and equipment.
• Assists with routine budgeting and tracking administrative expenditures.

Public Service

• Monitors and coordinates grant applications financials and submittal requirements.
• Create track and review department work orders and related citizen requests.
• Screen and prepare indigent burial applications for review by Director. Coordinate burial of approved applications.
• Act as Cemetery Clerk assisting the public with grave purchases burial scheduling and other cemetery transactions.

Community Development

• Aide residents and contractors with completing permit and license applications including resolving routine issues cancellations and minor disputes.
• Act as Secretary for the Chardon Planning Commission including preparing agendas and packets producing summary minutes for approval and coordinating public notices. Requires one evening per month.
• Coordinate pre-construction meetings with applicants staff and municipal consultants.

Parks and Recreation

• Aide citizens with registration for recreation programs and rental of community facilities including resolving routine issues cancellations and minor disputes.
• Aide community organizations in planning and executing community events including applying for permit approval from the City Manager and coordinating necessary City resources.
• Act as Secretary for the Chardon Parks and Recreation Board including preparing agendas and packets producing summary minutes for approval and coordinating public notices. Attendance at meetings is typically not required.

Other/Misc.

• May be asked to execute complex administrative projects and assignments independently.
• May be asked to research draft and submit minor grant applications.
• Other duties as assigned.