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Community Engagement - Office Assistant II

For City of Burlington

This position supports the City's customer service efforts with a specific focus on creating a warm, welcoming, and informative experience for visitors to the 3rd floor offices including CEDO, Planning and the Mayor's Office. This position is responsible for providing administrative support to department staff with an emphasis on clerical support and reception duties.

 

Essential Job Functions

 

  • Provide administrative support for the department staff, including work with public boards, committees and events. This support includes, but is not limited to, circulate agendas; schedule meetings and meeting space; warn meetings; record, transcribe and distribute minutes; assure follow-through to meeting issues; maintain records and files; assist in developing and disseminating outreach materials, publicity and signage plans; facilitate communication with other City Departments.
  • Manage reception for the 3rd floor of City Hall to foster a warm, welcoming, and informative experience for visitors. Greet visitors, answer telephone inquiries, provide routine information and/or route calls to appropriate individuals.
  • Preparing, recording, and processing expense vouchers and interdepartmental transfers for payment of departmental expenditures in accordance with procedures established by the CAO's Office.
  • Researching and purchasing all office supplies in accordance with procedures established by the CAO's Office, and ensuring all general office supplies are maintained at appropriate levels.
  • Open, sort and distribute mail.
  • Update and/or maintain records manually or by computer as may be required.
  • Update various department data reports with information received.
  • Respond to email communications as directed.
  • Perform routine mathematical calculations as required by functional assignment.
  • Performs other clerical duties as needed such as filing, shredding, photocopying and collating.
  • Assist in the preparation of grant applications and other documents, including word processing, photocopying and distribution.
  • Assist in maintaining departmental web pages, contact lists and social media platforms.
  • Provide research support for department staff as requested.
  • Updating and disseminating brochures and program information.
  • Assist department staff with special projects.
Non-Essential Job Functions:
Other duties as required.
Feb 06, 2020
Completion of an Associate's Degree and three years experience; or a high school diploma or equivalent and five years experience in an office environment. Computer proficiency in word processing, spreadsheets, database, web and desktop publishing applications required. Specific proficiency in Word, Excel, Access, Front Page, Publisher, PowerPoint and Adobe Acrobat required. Ability to interact professionally, and to establish and maintain positive relations with co-workers, supervisor, staff, public officials, general public, and other departments. Ability to apply tact and discretion in addressing controversial and emotionally charged issues. Ability to work in a team environment, while also being self-directed. Must adapt to changing job duties and be able to multi-task. Ability to actively support City diversity, equity, and cultural competency efforts within stated job responsibilities and work effectively across diverse cultures and constituencies. Demonstrated commitment to diversity, equity and inclusion as evidenced by ongoing trainings and professional development. Interest in contributing to the City of Burlington, and improving the quality and effectiveness of governmental services. Ability to assume administrative responsibility and carry out tasks with minimal instruction. Ability to plan, organize and coordinate workload of self and subordinate(s). Ability to display excellent verbal and written communication skills. Ability to well with the public. Some evening work required to attend public meetings to take minutes (approx. two evenings per month).
Completion of an Associate's Degree and three years experience; or a high school diploma or equivalent and five years experience in an office environment.
Burlington, VT
Limited Service Full Time Non Exempt
$19.02 Hourly
The City of Burlington will not tolerate unlawful harassment or discrimination on the basis of political or religious affiliation, race, color, national origin, place of birth, ancestry, age, sex, sexual orientation, gender identity, marital status, veter