Overview

Office Administrator Job at City of Columbus Indiana – Columbus, IN

Position Title: Office Administrator

Department: Community Development & Redevelopment

Reports To: Executive Director of Administration and Community Development, Assistant Director of Community Development, and Director of
Redevelopment

Salary Range: $31,700 – $47,549

FLSA: Full-time, Non-exempt

Application Deadline: October 31, 2021

GENERAL SUMMARY:

Under the direction of the Executive Director of Administration and Community
Development, Director of Redevelopment and the Community Development Assistant Director, manages the general operation of the office to ensure maximum productivity and efficiency of the office. Duties include welcoming visitors, answering incoming phone calls, working closely with Columbus Redevelopment Commission members, purchasing office supplies and providing administrative support to other members of the office. Maintains the Community Development website and works with the City’s social media developers. Provides accounting/business support to both Community Development and Redevelopment, grant administration, marketing, and financial services for the department.

SPECIFIC DUTIES OF THE POSITION:

Administrative Support for the Executive Director of Administration and Community Development, Director of Redevelopment and the Community Development Assistant Director:

  • Prepares letters, memos and reports;
  • Schedule and arrange meetings, and helps manage their calendars;
  • Manages and monitors department calendar with major events listed;
  • Manages the Community Garden and all correspondence, sign-ups, and communication with other departments;
  • Maintains financial files as requested;
  • Assist in annual budget preparation for each department;
  • Other duties as assigned;

Administrative Support for Department:

  • Prepare reports and assist with computer programs;
  • Plan meetings including scheduling, set up and getting refreshments as needed;
  • Prepare mailings for events:
  • Order office supplies and parts and maintains office supply room in an orderly fashion;

Redevelopment Commission Support:

  • Distribute monthly Commission agenda and post agenda/meeting notice as required by law;
  • Assist in monthly meeting preparation and meeting room set-up, which could include but is not limited to follow-up phone calls, i-Pad set up, recording equipment set-up, reserve meeting room; meeting packet assembly and distribution, etc.;
  • Prepare new Commission member meeting binders, keep binders updated when changes occur;
  • Input monthly invoices in the financial system, keep track of project balances in spreadsheet format, provide monthly invoice totals to Redevelopment Director in table format and Redevelopment Financial Advisor;
  • Maintain and organize files either electronically or hard copy;
  • Keep meetings and meeting material updated on the City’s website;
  • Occasionally, attend meetings and record and prepare meeting minutes;

Financial Duties:

  • Prepares payroll for approval by Exec. Director of Admin./Community

Development and Redevelopment Director;

  • Prepares all accounts payable claims for approval by the Executive Director of

Administration and Community Development, Director of Redevelopment and the Community Development Assistant Director, enters in City’s financial program and excel report and submits to CTO for payment after approvals;

Administrative Duties:

  • Meet all Clerk Treasurers Office deadlines such as payroll, bill payment and other deadlines in a timely manner;
  • Preparation of Workers Comp forms for all Community Development and

Redevelopment employees when necessary;

  • Prepare and submit legal ads as required;
  • Serve as phone and administrative backup for other departments during vacations, lunches, and other absences;
  • Track capital improvement projects paperwork, payment processing and status updates;

Marketing and Media Duties:

  • Maintains departments’ website pages as needed;
  • Monitors and responds to all online inquiries from the public through the ‘Contact Us’ system; reaches out to departments for responses and monitors completion of response to ‘Contact Us’;
  • Serves on the Banner Committee and processes applications and scheduling;
  • First point of contact to the public via office or phone;
  • Receive incoming mail and distributes;

Education and Experience:

  • High school diploma with at least 5 to 10 years related office experience; preferably an associate’s degree or higher in an office related field;
  • Ability to meet and maintain all Indiana requirements for Public Notary including bonding requirements;
  • General knowledge of local government operations and bookkeeping is essential;
  • Excellent computer skills, including a high degree of proficiency in Microsoft Word, Excel, Outlook, and PowerPoint; is required;
  • Ability to learn effective use of MUNIS (an excel-based human resources information system, financial and software program);
  • Professional demeanor and ability to work efficiently and effectively while multi- tasking and under deadline pressure;
  • Ability to work well with the public, co-workers, and other government agencies and offices;
  • Ability to become Notary preferred; City will assist a new hire in applying to become notary and pay all fees/training.

Judgment:

  • Frequently works independently and must display good judgment in a fast paced environment;
  • Work is somewhat complex, requires multi-tasking and high levels of organization;
  • Requires confidentiality be maintained as necessary for administrative support in Community Development and Redevelopment;

Relationship Responsibility:

  • Reports to the Executive Director of Administration and Community Development, Director of Redevelopment and the Community Development Assistant Director;
  • Maintains positive communication with the public and other agencies of government, including all other departments within the City of Columbus;
  • Promotes and maintains a safe and efficient office environment.

Residency:

Must reside in Bartholomew County or adjoining county within six (6) months of employment.

Drug/Alcohol Testing:

This is a safety sensitive position and as such is subject to the City’s Drug and Alcohol-Free Workplace Program which includes: pre-employment testing, random testing, post-accident testing, reasonable suspicion testing, return-to-duty testing and follow-up testing.

This description is intended to describe the type of and level of work being performed by the person assigned to this job. It is not an exhaustive list of all duties and responsibilities required by a person and employees at the city may be given other assignments at will.

AN EQUAL OPPORTUNITY EMPLOYER

M/F/D/V

Job Type: Full-time

Pay: $31,700.00 – $47,549.00 per year

Benefits:

  • Dental insurance
  • Employee assistance program
  • Flexible spending account
  • Health insurance
  • Health savings account
  • Life insurance
  • Paid time off
  • Retirement plan
  • Vision insurance

Schedule:

  • 8 hour shift
  • Monday to Friday

Work Location:

Work Remotely:

About the Company

Company: City of Columbus Indiana –

Company Location:  Columbus, IN

Estimated Salary:

About City of Columbus Indiana -