Greets all visitors, incoming and outgoing, answers questions and directs visitors to the appropriate department, and answers and directs phone calls.
Assists in the preparation of city council and commission agendas and other documents, i.e. copying reports, assembling of material, scanning to LaserFiche, assembling file copies, and posting online.
Picks up mail at the post office. Opens and distributes all incoming mail. Meters outgoing mail and delivers to the post office. Informs finance department when postage meter requires funds.
Types and copies letters, statements, memos, resolutions and reports. Assists with large copy and assembly jobs including the annual budget, audit report, etc.
Maintains city filing systems, both physical and digital.
Maintains city staff directory.
Maintains a scrapbook of city news articles for historical purposes.
Orders office supplies, nameplates, business cards, and various other supplies used by city staff.
Schedule meeting rooms in City Hall.
10. Copies and routes ordinances that have been adopted by the city council to staff, applicable files, and to codifier. Disperses supplements as they become available.
11. Maintains public information displays, including the lobby entrance and outdoor digital sign. Update, order, and refills flyers and brochures.
12. Assist with proofing city newsletters, documents, and promotional materials. Prepare and arrange for dissemination of materials including bulk mail preparation.
13. Process city council and commission minutes. Upload meeting videos to the Chanhassen youtube channel.
14. Create and maintain content on the city website and social media pages.
15. Set up Council Chambers, including delivery of councilmembers” mail, and order meals for meetings.
16. Maintains a timeline of those serving on city council and commissions.
17. Posts quorum notices for city council.
18. Maintains a homeowner association contact list (updated annually).
19. Orders Maple Leaf Awards.
20. Performs other duties and assumes responsibilities as apparent or as assigned.
Admin Support Specialist Job Description 1-16.pdfRequirements:
Education: High School graduate with 2 years vocational training and/or 2 years experience in the clerical field. 2 or 4 year degree in communications or related field preferred.
Ability to operate office machines including computer, phone, fax, copier and scanner.
Excellent interpersonal communication skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.
Ability to deal with the public in a tactful and diplomatic manner.
Ability to multi-task.
Ability to communicate effectively, in English, both verbally and in writing. Advanced writing and editing skills.
Proficiency in use of computer equipment and software including Microsoft Office and Adobe products.
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