The Administrative Assistant provides support to the Administration Department at City Hall, with primary focus on the City Clerk’s office.   This position will perform various administrative functions to ensure the department is run efficiently and effectively.  This position is expected to work independently with minimal direction.

• Develops and ensures effective, positive relationships within and among the City of Riverside staff, and members of the public/visitors. 
• Upholds and consistently represents the values and mission of the City of Riverside.   Represent the City of Riverside in a highly professional manner at all times.  
• Ensures compliance and attention to all organization policies and procedures. 
• Receives and manages visitors and inquiries/calls into the department, which may include taking payments, receiving packages, etc.  Ensures all inquiries and correspondence to and from the department receive a high level of service and attention and are addressed with an appropriate sense of urgency and direction at all times.
• Keeps the office tidy and well stocked, schedules maintenance for office machines, collects & distributes mail, etc. 
• Manages the calendars for the conference room and Board of Alderman Chambers.  Sets-up and tears-down the chamber tables and chairs for various meetings, luncheons, or other events.
• Scans and files documents and maintains record retention schedules, archives documents, and destroys records.
• Maintains an inventory of department supplies.  Manages the ordering of office supplies to ensure items are properly stocked.
• Updates the City website and performs changes to information, updates to the calendar, uploads of notices, documents, etc.  Monitors all content for proper placement.
• Posts important notices from the City Clerk on the City’ social media pages.
• Assists the City Clerk with the preparation of documents for the Board of Aldermen meetings, legal postings, etc.   
• Assists the City Clerk & HR with maintaining and updated the City’s property and vehicle/equipment schedules for insurance renewals.  Licenses city vehicles and ensures each vehicle has an insurance card.  Schedules maintenance for the vehicles in the city hall fleet.  
• Manages the calendar reservations for city hall pool vehicles.
• Serve as the administrator of city-wide online account memberships, such as Amazon, Sam’s Club, and Costco.
• Oversee the purchase of office supplies, subscriptions, catering, etc.  Keep track of free bottled water usage and place annual order.
• Assists the City Clerk with random projects or tasks that pop up.  
• Performs other related duties as required and assigned. 

Education/Training:

• High school graduate or equivalent required.  An Associate’s degree or office management certification is required with a Bachelor’s degree preferred.
• 1-3 years of experience working in an increasingly responsible office, administrative role.  
• Valid driver’s license required.

• Highly proficient with Microsoft Office Suite (Word, Excel, and Power Point).
• Proficient with Adobe suite including Photoshop.
• Proficient with social medial guidelines.
• Ability to learn how to manage various software systems and databases.
• Excellent attention to detail.
• Above average typing/word processing skills.
• Highly proficient verbal and written communication skills with excellent proofreading, copy writing and grammar skills.
• Strong appreciation of the importance of completing tasks on deadline, prioritizing tasks, and managing time.
• Demonstrated excellence in maintaining an organized work environment.
• Demonstrated basic math and accounting skills.
• Able to work independently with minimal direction.
• Initiative driven to seek new tasks or skills and/or recommend process improvements.
• Willingness to work as part of a team and provide assistance wherever it is needed. 
• Work independently and exercise initiative and judgment in the planning and execution of tasks assigned.
• Demonstrate a high degree of professionalism and effective interpersonal skills at all times.
• Maintain a positive, courteous demeanor with a sometimes demanding or stressful public. 
• Make sound decisions and utilize good judgment.
• Demonstrated ability to support and function in team environment.
• Ability to maintain accuracy and attention to detail amidst a multi-tasking, changing priority environment. 
• Ability to prioritize multiple tasks and complete on a timely basis.
• Ability to work nights and weekends as occasionally needed to provide support at meetings, or special events.

• Ability to sit for prolonged periods of time in an office area.
• Ability to lift up to 25 pounds on an occasional basis.

This is a Mon-Fri, 8am-5pm, in-office position, located in City Hall.  All relevant job experience must be included on the application, as job offers are made based on past experience.  Cover letters and resumes may be included.