Office Associate III - Commission

City of Fargo Fargo, ND Full-time Business Administration

Posted on January 1, 2025

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Under limited supervision, performs administrative/clerical/office activities to assist department management in administering programs and services offered to the community. Incumbents interact with the general public by providing information and assistance as it relates to the department's activities/services, rules and regulations that requires thorough knowledge of departmental policies, procedures, activities. Incumbents draw upon their knowledge of departmental functions, policies and procedures, etc., as well as precedent and past experience, to solve problems when handling new or unusual situations or when interacting with the public. Problems may require intermediate analysis and interpretation of data. Only the unusual cases, where there is no precedent established, are referred to a supervisor.

Scope of Responsibility :
Performs higher level administrative support work, where there is some opportunity to reduce expenses and prevent loss through problem solving and high attention to detail. Does not supervise but may be asked to assist the supervisor by providing training or work direction to other support staff. Essential Duties and Responsibilities :

Communicates and maintains working relationships with others in carrying out job functions.
1. Greets visitors to the office and answers telephones;
2. Frequently interacts with the public, vendors, others in the work unit, and across departments to exchange basic fact information as requested or as necessary; interactions occasionally involve the exchange of detailed and/or technical information where the ability to explain concepts is exercised;
3. Using knowledge of department operations and procedures, resolves most public informational requests without referring them to a supervisor or other staff;
4. Receives and responds to complaints of both a routine and confidential nature requiring knowledge of departmental policies, procedures, activities and rules regarding data privacy; may field escalated calls from less experienced staff;
5. Refers issues and concerns to the appropriate party for resolution as necessary;
6. Exercises courtesy in communicating with other members of the work unit to provide information relating to the work assignment and progress of work or to convey information about conditions or work-related needs.
Provides general administrative office support to the department head and/or department.
1. Prepares complex forms, listings, informational and statistical reports, documents, etc. by determining required data gathering, receiving and compiling data from several sources; comparing information to verify accuracy and formatting data appropriately;
2. Composes and/or types letters, forms, memoranda and reports from abbreviated notes, tapes and records;
3. Intermittently transcribes and/or takes minutes of meetings;
4. Prepares agenda items that pertain to the department for City Commission or other Board meetings; compiles packets for Commission/Board members to ensure all necessary information is present and in proper format;
5. Serves as a resource for department staff in use of office software.
Performs general office support activities.
1. Processes forms, applications and other documents by reviewing forms for completeness, verifying information, performing necessary calculations, coding and entering data into a computer system;
2. Makes copies of materials;
3. Maintains an office filing system;
4. Sorts and distributes mail;
5. Tracks and monitors the administrative office supply inventory and arranges for replenishment of items as necessary.
Performs accounting clerical duties relating to department business.
1. Helps department staff and/or managers with preparation of budget items such as gathering cost estimates, setting up spreadsheet exhibits, etc.
2. Assists with monitoring the department's budget by compiling budgetary information from various sources, drafting budget documents, entering information into proper accounts and generating reports for supervisor's review;
3. Assists in tracking grant funds for department purposes and works with finance department staff to account for grant fund uses;
4. Prepares purchase requisitions received from department staff and submits for supervisor's signature;
5. Manages the administrative credit card account for purchases made by department staff under appropriate budget codes;
6. Reviews payroll entries for the staff and verifies data; does general department payroll input or serves as a backup for payroll.
Performs all job duties in compliance with safety guidelines and with an ongoing awareness of safety practices.
1. Knows and follows department and city rules as well as sound work and safety practices in order to accomplish the job objectives and avoid injury or loss;
2. Wears proper protective equipment when policy requires or conditions indicate a need exists and utilizes proper body mechanics and ergonomics while performing work;
3. When potentially unsafe conditions are observed makes efforts to avoid or correct them if they are controllable and draws them to the attention of the responsible supervisor or safety representative in a timely manner.
Performs other duties and activities as assigned.

Commission Addendum

Scope of Responsibility :
Under supervision of the Executive Assistant, performs duties for the City Commission/Administration unit. Does not supervise staff or work with budget preparation and monitoring.

Essential Duties and Responsibilities :

Communications with the public are conducted over the phone, via e-mail and in person and often involve current significant topics and major events. Requests and complaints relate to various City departmental activities and services, rules and regulations and the general workings of City government. Takes calls for the City Commissioners. Researches requests from the public for information.
Responds to inquiries from the City's resident reporting software (Fargo One) involving both City-oriented issues and community-wide issues.
Assists with preparation of the City Commission agenda information by scanning items, bookmarking each item and linking the information to the website.
Attends and takes minutes for City Commission, Finance Committee and Sustainability and Resiliency Committee meetings on a rotational basis and distributes approved minutes; maintains a database of all City Commission, Finance Committee and Sustainability and Resiliency Committee meeting minutes.
Publishes Commission information on the City website.
Assists with preparation of letters and documents for the Mayor, City Administrator and Assistant City Administrator; assists with proofreading and formatting documents.
Provides user support for the agenda and meeting management software system.
Prepares expense reimbursement forms for the Mayor, City Commissioners, City Administrator and Assistant City Administrator.
Inputs requisitions for supplies, travel expenses, etc.

Minimum Qualifications :
Knowledge, skills and abilities include:

Microsoft advanced Microsoft Word skill;
Requires extensive public contact.

Physical Demands and Working Conditions :
Must handle working under pressure and meeting constant deadlines in a professional manner.

The job requires an associate's degree and three or more years of previous administrative support experience involving information dissemination, records organization and retention or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above. A driver's license may be required.

Knowledge, skills and abilities include:

Requires the ability to compose business letters and to proof the work of others for grammar and organization;
Requires math and algebra sufficient to set up spreadsheets with basic formulas;
Requires basic knowledge of governmental administrative practices including budgeting, purchasing and records administration;
Requires advanced knowledge of Microsoft Office applications;
Requires excellent customer service skills;
Requires strong attention to detail;
Ability to establish and maintain effective working relationships with others.

Physical Demands & Working Conditions :
Most work is performed in a normal office environment. Work requires extensive use of a computer, telephone and other office equipment. Work is generally light with considerable variety. Lifting a box of paper is the heaviest work. There is considerable attention to detail and deadlines. Intermittent travel to other offices is required to attend meetings. The job may involve dealing with and calming individuals who are emotionally charged over an issue.

Activities include stooping, standing, walking, lifting, digital dexterity, grasping, feeling, talking, hearing/listening, seeing/observing, repetitive motions.

Light Work: Physical demands are normally those associated with light work: Exerting up to 25 pounds of force occasionally and/or 10 pounds of force frequently and/or negligible amount of force constantly to move objects.

The job may require dealing with individuals who are emotionally charged.

Some requirements in this job description may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. All requirements are subject to modification to reasonably accommodate individuals with disabilities.

Requirements are representative of minimum levels of knowledge, skills, and experience required. To perform this job successfully, the worker must possess the abilities and aptitudes to perform each duty proficiently.

This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship. The City Administrator retains the discretion to add duties or change the duties of this position at any time.

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