Administrative Assistant (Generalist)

City of Maquoketa
Job Description
Position Title: Administrative Assistant (Generalist) Date: 05/01/19
Department: Administration
FLSA Status: Non-Exempt
Lines of Authority:
This position is directly supervised by the City Manager, who has the responsibility to hire, evaluate and terminate this employee.
Nature of Work:
  •  Ability to establish and maintain effective working relationship with other employees and the general public
  •  Demonstrate abilities and experience working in an environment that requires multitasking skills and abilities.
  •  Ability to take direction from others, follow instructions and communicate questions. Ability to learn through written and verbal instruction
  •  The ability to demonstrate the capacity to learn and retain knowledge regarding various policies, procedures, practices, and various levels of services provided by the City
  •  Serves as a confidential employee for management. Performs duties pertaining to confidential data and information. Maintains confidentiality
  •  The ability to read and comprehend analytical data
  •  Ability to maintain organized records
  •  Basic knowledge of accounting principles and procedures, preference, but Basic knowledge of governmental accounting procedures for maintenance of fiscal records would be ideal
  •  Types and proofreads a variety of routine and standard documents, lists and forms including general correspondence, standard reports, newsletters, brochures and memoranda from rough draft, standard formats or verbal instruction.
  •  Answers telephones and transfers calls. Waits on customers at window.
  •  Instructs persons moving into or within the City of procedures necessary to ensure utility service.
  •  Prepares, collates and distributes a variety of monthly financial reports; maintains records.
  •  Solid experience with the use of business language within office settings, the ability to demonstrate and follow traditional office rules and procedures, familiarity with traditional office machines, and solid abilities in writing, spelling and punctuation. Essential Job Functions: Employee will train for job functions related to the Finance Clerk and Deputy Clerk position.
  •  Processes accounts payable; maintains records of all accounts payable transactions. Prepares claims lists for council and other departments as required.
  •  Compiles information for, prepares, and submits monthly and quarterly reports to maintain compliance with necessary state, federal, and other regulatory agencies (sewer, water, communications, payroll). Performs related research work as needed.
  •  Reconciles monthly bank statements and prepares bank reconciliation for Council packets. Prepares monthly journal entries for reserve funds and interest distribution.
  •  Maintains ledgers, prepares necessary journal entries, and assists in the preparation of monthly, quarterly, and annual city and utility budget and financial related reports.
  •  Prepares and mails checks.
  •  Prepares reports for audit
  •  Closes and opens books for each fiscal year; prepares necessary reports
  •  Processes vendor information to prepare necessary reports as required by state and federal regulations (1099’s)
  •  Computes payroll information and issues payroll checks. Compiles reports; reimburses vendors for payroll deduction; leave records, benefit/hours reports and annual wages for all employees for permanent files. Maintains personnel information on all employees including hours, changes in name, address, salary, exemptions and benefits. Process year end reports including W-2’s and publication of salaries.
  •  Performs data entry and typing into a computer from a variety of sources including accounting, payroll, HR and City Manager. Verifies data for accuracy and completeness. Filing and other clerical duties as directed.
  •  Processes applications for garbage hauler permits, beer permits, alcohol licenses and cigarette permits
  •  Processes and tracks employee clothing allowances
  •  Gathers and assembles materials prior to and after City Council meetings
  •  Serves as a Notary Public
  •  Once experienced, designs forms, recommends instructions and standard operating procedures to increase effectiveness and efficiency of the department
  •  Experience and/or Knowledge with Incode Financial Software for General Ledger or experience working with other General Ledger application), Accounts Payable and Receivable, Payroll, and Utility Billing
  •  Knowledge of payroll and human resources activities and/or capacity to learn
  •  Ability to learn procedures for water, sewer, and landfill billing
Required Knowledge, Skills, and Abilities
• Ability to use logical thinking to solve problems having several abstract or concrete variables.
• Ability to perform arithmetic calculations involving fractions, decimals and percentages.
• Ability to compose, report or edit articles for publication; ability to interview, counsel or advise people; ability to evaluate technical data.
• Knowledge of the principles and practices of customer service, accounting.
• Must have the ability to manage multiple projects and prioritize workload in a timely and effective manner
• Must be able to communicate effectively using both written and oral methods
• Must possess strong computer skills, including basic Microsoft applications
• Must possess strong public relations skills, as well as strong written and verbal communication skills
• Utilizes personal computers, smart phones, common business equipment, and various software applications as they pertain to each job

Experience and Education
  •  Graduation from High School or GED supplemented by additional course work in office management, accounting and data processing; and
  •  Associate degree or its equivalent preferred, not required
  •  Considerable experience in the performance of clerical and secretarial duties; or
  •  Any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work, Physical, Mental, and Visual Effort
  •  Requires the following with or without reasonable accommodation:
  •  Sufficient clarity of speech and hearing, which permits the employee to communicate effectively;
  •  Sufficient vision, which permits the employee to operate equipment and tools;
  •  Sufficient manual dexterity, which permits the employee to operate equipment;
  •  Sufficient personal mobility, which permits the employee to access office files and visit and distribute materials to other City offices.
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Contact Information