OFFICE ASSISTANT |COUNCIL AIDE|

JOB SUMMARY

The purpose of this classification/position is to play an active role in the City of Forest Park's existing operational success. The purpose of the position is to support the efficient operation of the Legislative Department Council members through the coordination of a wide variety of administrative and clerical duties.

ESSENTIAL JOB FUNCTIONS
• Provides administrative support to the Mayor and City Council; performs a variety of clerical and administrative functions for the department. Processes a variety of documentation associated with department/division operations within designated timeframes and per established procedures.
• Performs data entry functions by keying data into computer system; enters, retrieves, reviews, or modifies data in computer database; verifies accuracy of entered data and makes corrections.
• Types, prepares, proofreads, and/or completes various forms, reports, correspondence, logs, collaborating with various teams to manage graphic design requests and design content (e.g., invitations, electronic forms, brochures, promotional materials, print/digital advertisements) documents.
• Maintains filing system of various files/records for the department/division; prepares and sets up files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files; shreds/destroys confidential or obsolete documents.
• Processes incoming/outgoing mail; picks up mail from mailroom, post office, or other designated location; sorts, organizes, opens, and/or distributes incoming mail; signs for incoming mail/packages and delivers to appropriate personnel; processes outgoing mail.
• Copies and distributes forms, confidential reports, correspondence, and other documentation.
• Conducts research of department files, database records, hardcopy materials, Internet sites, or other sources as needed.
• Monitor inventory of department supplies and forms; ensures availability of adequate materials to conduct work activities; initiates requests/orders for new or replacement supplies.
• Operates a personal computer, printer, typewriter, copy machine, fax machine, calculator, telephone, tape recorder, two-way radio, or other equipment as necessary to complete essential functions, to include the use of word processing, database, email, Internet, or other computer programs.
• Performs basic maintenance of computer system and general office equipment, such as backing up data or replacing paper, ink, or toner; coordinates service/repair activities as needed.
• Answer telephone calls and greets visitors; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; retrieves messages from voice mail or answering machine; initiates and returns calls as necessary; relays calls/messages via base radio.
• Performs customer service functions; provides information/assistance regarding department/division services, activities, procedures, fees, or other issues; distributes forms/documentation as requested; responds to routine questions or complaints; research problems/complaints and initiates problem resolution.
• Communicates with supervisor, employees, other departments, law enforcement personnel, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
• Plan and execute City events and Council sponsored events.
• Attends City functions as required by the Mayor and City Council. Some meeting may be after normal business hours and/or on weekends.
• Provide assistance to other employees or departments as needed.
• Performs other related duties as required.

MINIMUM QUALIFICATIONS

Education and Experience:

Requires a High School Diploma or equivalent, or equivalent combination of education and experience.

Special Qualifications:

Graphic design, Adobe Creative Suite, Adobe Illustrator, InDesign etc.

Knowledge, Skills, and Abilities:
• Ability to determine, calculate, tabulate, and/or summarize data; ability to perform subsequent actions in relation to these computational operations.
• Ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.
• Ability to operate, maneuver, and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
• Ability to utilize a wide variety of reference and descriptive data and information.
• Ability to perform addition, subtraction, multiplication, and division; ability to count, record counts, and perform basic measuring.
• Ability to carry out instructions furnished in written, oral, or diagrammatic form, including semi-routine standardized work with some latitude for independent judgment concerning choices of action.
• Ability to exercise judgment, decisiveness, and creativity in situations involving a variety of generally pre-defined duties which are often characterized by frequent change.

PHYSICAL DEMANDS

The work is light which requires exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body.
• Mental Acuity: Ability to make rational decisions through sound logic and deductive processes.
• Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers.
• Speaking: Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.
• Visual Acuity: Have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading.

WORK ENVIRONMENT

Work is performed without exposure to adverse environmental conditions.