Clerk's Office - Administrative Assistant
Title: Part-Time Administrative Assistant
Department: City Clerk’ Office – Farmington City Hall
Open Until Date: August 30, 2024
Hourly Rate: $23.47 per hour
GENERAL SUMMARY:
Primary function of this job is to provide varied administrative office support and customer service assistance, requiring attention to detail and knowledge of general office procedures, departmental activities and programs, which includes Election Administration. Employees in this job have no formal supervisory role, however, work as part of a team and are responsible for ensuring that the team meets its objectives. This employee works under the direction and supervision on the City Clerk. Employees must meet the minimum requirements, conditions of employment, and be able to successfully perform all essential duties and responsibilities with or without reasonable accommodations.
PRIMARY DUTIES AND RESPONSIBILITIES:
As an Administrative Assistant I, this position provides clerical support for the Clerk’s Department.
EXAMPLES OF WORK PERFORMED:
- Participates in all aspects of the administration of elections and voter registration. Responsibilities may include but are not limited to the following:
- Assist with processing voter registrations and maintains voter registration files in accordance with state regulations. Registers new voters, records changes in address, issues voter registration cards and cancels registrations.
- Participates in all elections held in the City in accordance with Federal, State, and local laws. Assists with the preparation of legal notices, issuance of absentee ballots, maintains election equipment. Participates in the hiring, training, and supervision of election workers and performing related tasks.
- Prepares meeting minutes and maintain the minutes book. Assists with other task related to meeting materials. May be required to attend meetings on occasion.
- Maintains the Clerk's Office record retention system in accordance with the Michigan Retention and Disposal Schedule.
- Aids the Deputy Clerk in maintenance of cemetery record, processing documents and forms relating to cemetery lot transfers, burials, and foundations for markers.
- Schedules and maintains city park reservations.
- Responsible for assisting the Deputy Clerk in the administration of the business registration program and peddler permits in accordance with city code.
- Participates in maintaining or designing the City Clerk’s web page and social media page, for assigned area of responsibility.
- Handles sensitive and confidential operational and personnel-related information and maintains confidentiality of same.
- Provides comprehensive customer service, including delivery of accurate, prompt, and courteous assistance on complex policies, guidelines, and standard practices to internal and external customers, both verbally and in writing.
- Serves as a notary public.
- Performs other related duties as assigned that may not be included within this job description.
EDUCATION, FORMAL TRAINING, AND EXPERIENCE (minimum requirements)
Education and experience:
· Graduation from High School, or G.E.D.
· Two (2) years office experience, preferably in a local unit of government
· Working knowledge of election administration preferred
Necessary knowledge, skills, abilities:
· Working knowledge of computers, equipment, modern office practices, Microsoft programs, ability to learn software programs specific to the Municipality
· Ability to establish and maintain effective working relationships with employees, other departments and the public; ability to communicate effectively verbally and in writing; ability to plan, organize and complete departmental work
· Ability to consistently demonstrate sound ethics and judgment
· Ability to think analytically and apply sound judgment, solve problems, make effective decisions, and act with integrity
· Ability to accurately organize and maintain paper documents and electronic files
· Ability to maintain the confidentiality of information and professional boundaries
SPECIAL REQUIREMENTS:
· Must possess a valid State of Michigan driver's license
· Must obtain Notary Public designation
· Must be able to complete training and achieve certification for the Qualified Voter File
· Attends trainings and meetings outside of the City of Farmington
· Ability to work extended hours during elections and as necessary, outside of elections
PHYSICAL AND COGNITIVE DEMANDS:
The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential duties of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
While performing the duties of this job, the employee consistently works in an office setting with a controlled climate where they sit and work on a computer, communicate by telephone, email or in person, and move around the office. The noise level in the work environment is usually quiet. May be required to lift/move up to 50 pounds (such as a box of paper). Noise level in the work environment is usually quiet to moderate.
During elections, the employee is required to work extended hours, travel between polling sites, set up and tear down election equipment, and must lift and/or move items of moderate to heavy weight.
CONDITIONS OF EMPLOYMENT
A background check is required, along with driver’s license verification, drug test, and physical.