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All applicants need to complete an application and turn it in, in order to be considered for employment with the City of Napoleon. Applications can be found https://www.napoleonohio.com/application/files/5617/0143/9206/Application_2023.pdf

City of Napoleon ADMINISTRATIVE ASSISTANT

(Part-Time)

SUMMARY Keeps official municipal records and executes administrative policies determined by or in conjunction with other officials and otherwise relieves Fire Chief of clerical work and minor administrative and business detail by performing the following duties.

*ESSENTIAL DUTIES AND RESPONSIBILITIES *include the following. Other duties may be assigned as required.

• Maintains discretion handling confidential matters and correspondence.
• Directs preparation and filing of documents with government agencies to conform with statutes.
• Takes and transcribes dictation and composes and prepares confidential correspondence, reports, and other complex documents.
• Directs preparation of records such as agendas, notices, minutes, and resolutions for municipal corporate meetings.
• Completes or assists with completion of special projects and/or assignments.
• Composes routine correspondence for signature or signs correspondence on behalf of Department

Head when directed to do so.

• Serves as liaison with governmental officials, department heads, constituents, attorneys, media, and the public.
• Represents Department Head at assigned functions.
• Transmits decisions and directives to involved parties.
• Routes routine information and documents to appropriate personnel.
• Manages Department Heads calendar and independently schedules appointments.
• Screens incoming calls and correspondence, responding independently when possible.
• Prepares memorandums outlining and explains administrative procedures and policies to supervisory workers; thereafter monitors compliance.
• Arranges programs, events, or conferences by arranging facilities and caterer, issuing information or invitations, coordinating speakers, and controlling event budget.
• Acts as custodian of municipal corporate documents and records for the administrative department.
• Creates and maintains database and spreadsheet files.
• Arranges complex and detailed travel plans and itineraries, compiles documents for travel related meetings.
• Serves as general back-up for other departments with authorization of the Department Head.
• Assists in new employee training as directed by the Department Head.
• Gives general information in response to public inquiries, handles complaints and explains simple regulations.
• Conducts research and compiles information, creates statistical reports.
• Performs department budget functions; monitors budget to ensure expenditures do not exceed allocations; prepares requisitions; and maintains department file for all expenditures.
• Makes copies of correspondence or other printed materials.

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``` - Prepares outgoing mail and correspondence, including email and faxes. - Serves as the department's privacy and compliance officer and assists with management of confidential records and privacy policy. - Prepares department payroll for Department Heads signature. - Maintains department facility, equipment, and supplies; procures services, equipment and supplies, ensures proper maintenance and repair of office equipment. - Fire Department Specific: Prepares all paperwork for export to EMS billing company and is primary contact for EMS billing company. - Fire Department Specific: Prepares and distributes EMS and fire reports as requested. - Performs other related duties as assigned.

EDUCATION