Job Details

Administrative Assistant

The Administrative Assistant plays a key role in supporting the Information Technology department by managing critical tasks such as budgeting, payroll, contracts, and program administration. In this role, you will serve as the IT payroll liaison, sending monthly reports to management staff, processing travel requests for IT analysts, paying utility invoices to vendors, procuring technology request and handling journal entry billing for IT asset charges to City departments. You will also assist with onboarding new employees by creating and updating active directory accounts, processing name changes, handling terminations, and setting up new users with Laserfiche accounts. This position involves compiling financial data, processing payroll, handling procurement, and maintaining accurate records, while ensuring compliance with established policies and procedures. This role demands excellent communication skills, proficiency in IT systems, and the ability to build effective working relationships across departments and with external partners. The ability to manage multiple tasks, adapt to shifting priorities, with independent problem-solving and taking ownership of critical tasks is crucial. This position not only requires attention to detail but also offers the chance to work on special projects, contributing to the overall success of the department while building strong working relationships across teams.

Examples of Work Performed:

• Gathers and compiles budget, payroll and/or other financial data.
• Composes responses to routine correspondence.
• Records minutes or takes notes for a supervisor at meetings with staff employees, outside agencies, boards and/or commissions.
• Evaluates, develops, modifies, and/or implements administrative support processes and procedures.
• Evaluates information, develop alternatives and formulate recommendations.
• Monitors and ensures compliance with policies and procedures.
• Processes specific sets of complex transactions involving employees, outside agencies, and/or citizens.
• Maintains program or project information data base or files.
• Verifies accuracy and/or completeness of transactions.
• Compiles transaction summary information.
• May have responsibility for processing and verifying payroll for a division, department or other work group.
• May be responsible for training and meeting room configuration, and equipment and materials.
• Completion of work assignments may require the operation of a vehicle.
• These examples are not intended to be all-inclusive. Other related duties may be assigned as needed.

Requirements of Work:

• Knowledge of research techniques, sources of information, and statistical procedures.
• Knowledge of electronic spreadsheet development, using basic mathematical and descriptive statistical operations.
• For Municipal Court Clerk's Office position, knowledge of the functions, practices and principles of information processing, analysis and management.
• May require knowledge of union agreements, Human Resources policies and other regulations covering payroll administration.
• Ability to use a computer to access, interpret, and record information.
• May require the ability to effectively plan, organize, and supervise the work of others.
• Ability to review complex data entry for verification of accuracy.
• Ability to communicate clearly and effectively, both orally and in writing.
• Ability to develop and maintain effective working relationships with associates, employees of other departments, representatives of other organizations, and the public.
• May require ability to move tables, chairs and carts as needed to set up meeting and training rooms.
• May require ability to acquire and maintain a valid Kansas driver's license.
• An employee shall not pose a direct threat to the health or safety of other individuals in the workplace. Offers of employment are contingent upon passing a pre-employment physical, which includes drug screening, and upon satisfactory evaluation of the results of a criminal record check.
• Applicants have rights under Federal Employment Laws. Please find more information under the following links: