ADMINISTRATIVE ASSISTANT

Administrative Assistant

The City of West Jordan, UT is seeking to hire a Full-time Administrative Assistant. Opening Date : November 17, 2025 Closing Date : December 1, 2025 Status : Full-time, Non-exempt Pay Range : $20.53 - $29.29 Department : Public Utilities Schedule : 8 : 00 am 5 : 00pm, Monday Friday

Summary

Under general direction, perform a variety of responsible and complex administrative, technical, and clerical duties involved in the support of a City department; and provides general information and assistance to the public.

Essential Duties

• Perform a wide variety of responsible and complex administrative and secretarial duties in support of the assigned office; relieve management staff of a variety of administrative details.
• Plan, organize, and carry out administrative assignments; research, compile, and organize information and data from various sources on a variety of specialized topics related to programs in assigned area.
• Participate and assist in the administration of the assigned office; may organize and manage office activities; recommend organizational or procedural changes affecting support activities.
• Serve as initial contact / resource person for the assigned office; screen calls, visitors, and mail; respond to complaints and requests for information and assistance; interpret and explain regulations, procedures, policies, systems, rules, and precedents in response to inquiries and complaints from the public, City staff, representatives of other organizations, and others; research and gather information to provide accurate answers and information; refer more technical questions or issues to appropriate City staff; ensure follow up to unanswered inquiries.
• Type, format, proofread, and produce final copy of a wide variety of reports, investigations, letters, memoranda, spreadsheets, and statistical charts; type from rough draft, verbal instruction, or transcribing machine recordings; review drafts for punctuation, spelling, and grammar; make or suggest corrections to drafts; independently compose letters, memoranda, or basic reports from general instructions or information related to assigned responsibilities; arrange for or distribute copies of material.
• Provide technical assistance to citizens regarding department policies, procedures, services, and operations.
• Verify and review forms and reports for completeness and conformance with established regulations and procedures; apply specialized knowledge of departmental and program policies and procedures in determining completeness of applications, permits, records, and files.
• Initiate and maintain a variety of files and records for information related to the assigned office including official resolutions and ordinances; maintain budget, purchasing, personnel, payroll, and other records to assist in the management or administration of departmental programs; ensure proper filing of documents in departmental or central files; maintain and update resource materials; maintain department's personnel files.
• Assist in a variety of department operations; perform special projects and assignments as requested.
• Maintain calendars of department activities, meetings, and various events; schedule City staff meetings or meetings between City staff and other groups or organizations; arrange for necessary materials to be available at meetings; coordinate travel arrangements for department staff as necessary.
• Serve as administrative support to various committees, commissions, and task forces; prepare, copy, and distribute meeting agendas and related materials, minutes, resolutions, or other formal documents.
• Operate a variety of modern office equipment including copiers, computers, word processors, and printers to enter and retrieve data and produce various documents and reports.
• Participate in the development, administration, and monitoring of the department's budget.
• Receive payments or fees; issue receipts; maintain records of transactions.
• Perform other related duties and responsibilities as assigned.

Minimum Qualifications

Education : High school diploma or GED. Experience : Four years of administrative and clerical experience. Certifications / Licenses : Valid Utah Driver's License

Knowledge, Skills, and Abilities

Knowledge of office management principles. Modern office procedures, methods, and equipment including computer equipment. Word processing methods, techniques, and programs. Principles of business letter writing. Principles and procedures of record keeping. Techniques used in public relations. English usage, spelling, vocabulary, grammar, and punctuation. Safe driving principles and practices. Principles and practices of fiscal, statistical, and administrative data collection and report preparation. Policies and procedures of assigned department. City and department financial record keeping and budget processes and procedures. Pertinent Federal, State, and local laws, codes, and regulations.

Skill with operating modern office equipment including computer equipment and software. Operating a motor vehicle safely. Ability to perform secretarial and administrative work involving the use of independent judgment and personal initiative. Research, compile, and prepare a variety of fiscal, statistical, and administrative reports. Schedule and coordinate projects; set priorities; adapt to changing priorities. Work cooperatively with other departments, City officials, and outside agencies. Respond to requests and inquiries from the public. Compile and maintain records and prepare routine reports. Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities. Interpret and apply the laws, codes, and regulations pertaining to assigned programs and functions. Analyze situations carefully and adopt effective courses of action. Independently prepare correspondence and memoranda. Exercise good judgment, flexibility, creativity, and sensitivity in response to changing situations and needs. Communicate clearly and concisely, both orally and in writing. Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.

Working Conditions and Physical Demands

Work in a standard office environment which includes reaching, bending, sitting, standing, talking, hearing, and listening. Ability to travel to different sites and locations.