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Administrative Assistant

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Administrative Assistant

Salary

$64,673.44 - $68,078.40 Annually

Location

Toledo, OH

Job Type

Full-Time

Job Number

2025-00322

Department

Finance

Opening Date

12/30/2025

Closing Date

1/13/2026 11:59 PM Eastern

+ Description

+ Benefits

Description

POSITION SUMMARY:

Under direction performs work of moderate difficulty in completing secretarial functions for a department head, City Council or the Mayor's Office; uses initiative and independent judgment in making decisions on a variety of problems in accordance with established policies and procedures; performs related work as required.

ESSENTIAL JOB FUNCTIONS:

+ Receives and dispenses information regarding City programs and services to City administrative/management personnel, employees, and the general public, either in person or over the telephone.

+ Responds to citizen/employee complaints and/or directs them to appropriate personnel for resolution.

+ Types correspondence and other materials on a variety of general and technical topics of a highly confidential matter.

+ Composes and prepares correspondence on routine matters and signs supervisor's name as authorized.

+ Schedules meetings and appointments and makes necessary reservations.

+ Takes and transcribes dictation, including minutes of meetings.

+ Receives, opens, prioritizes and distributes mail.

+ Prepares, processes and maintains a variety of complex records, which may include payroll, personnel and purchasing activities.

+ Reviews correspondence, materials and other records of a confidential nature, including but not limited to, grievances, disciplinary actions, legislation, administrative policies and procedures and collective bargaining agreements, including supportive documentation and recommended revisions to same.

+ Works in a close continuing relationship with management on sensitive and confidential information and in conducting routine research to provide statistical and substantive data used in departmental and divisional matters and/or the collective bargaining process.

+ Operates all office equipment.

+ May train and provide work direction for lower-level clerical staff.

+ May exercise supervisory authority in initiating disciplinary procedures against clerical staff members.

+ Performs other duties as required.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge of:

+ Modern office procedures, practices, and equipment.

+ Terminology, forms, and documents pertinent to position assignment.

+ Business English, spelling, and punctuation.

+ Numerical and alphabetical filing systems.

+ Basic mathematics.

+ Departmental rules, regulations, and procedures governing assigned work.

+ The functions of other City divisions and departments.

+ City administrative and accounting procedures.

Skill in:

+ Taking and transcribing oral dictation.

+ The operation of a typewriter and/or personal computer and other related office equipment.

+ Making basic mathematical computations accurately and with reasonable speed.

+ Verbal and written communication.

Ability to:

+ Maintain confidentiality of information and materials.

+ Understand and follow verbal and written instructions.

+ Maintain a variety of office records or reports.

+ Establish and maintain effective working relationships with others.

PHYSICAL DEMANDS:

The physical demands described within this job description must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

In this position, the employee will frequently stand, walk and sit. The employee will frequently write. Speaking and listening are constant essential functions of this position.

WORK ENVIRONMENT:

The work environment described within this job description will be encountered while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee is frequently indoors. The noise level in the work environment is usually low. Occasional travel to various worksites may be required.

REQUIRED EDUCATION, EXPERIENCE, AND CERTIFICATIONS:

+ Graduation from high school or General Educational Development (G.E.D.) Tests equivalency. Candidates for positions having the following major work function must meet the minimum experiential requirements and be able to pass the required skills test(s) at the minimal rate of speed indicated.

+ Four (4) years of office work experience, of which two (2) years must have included the use of a word processing program on a personal computer.

+ Graduation from an accredited college or university with an Associate’s Degree in Administrative Office Technology, Business Management Technology, or a closely related area may be substituted for one (1) year of either general or personal computer experience.

+ Must be able to type at the rate of 60 words per minute using a personal computer having a word processing package. Position assignment may require the ability to take dictation at the rate of 120 words per minute.

+ Position assignment may require the possession of a valid driver’s license.

PREFERRED EDUCATION, EXPERIENCE AND CERTIFICATIONS:

+ None

The City of Toledo provides excellent health and retirement benefits for its employees.

Health Insurance

The City of Toledo is a self-funded medical plan provider that offers a broad network of health services options for its employees. The City also offers a multi-tiered prescription drug plan and dental and vision care services.

Employees are required to pay a monthly premium depending on the employee’s selection of single, single plus one, or family coverage. Coverage is also afforded for qualifying domestic partners, depending on the employee’s bargaining unit. Monthly co-premiums are determined by collective bargaining agreement or Municipal Code.

Group Life Insurance

City employees are covered by a group life insurance plan depending on collective bargaining agreement or Municipal Code.

Ohio Public Employees Retirement Plan

The City is a member of the Ohio Public Employees Retirement Plan (OPERS). All employees who are paid in whole or in part by the state of Ohio, a county, municipality, or any other political subdivision of state or local government in Ohio must become members of OPERS unless they are covered by another state retirement system in Ohio.

OPERS is a pension plan providing fixed retirement benefits every month based on a formula that rewards years of service. The City contributes 14.00% of the employee’s annual base salary and employees contribute 10.00% of their annual base salary.

For more information about OPERS, click on this link: https://www.opers.org/

Deferred Compensation & 401(K)

The City of Toledo offers a voluntary governmental 457(b) deferred compensation plan, which is a retirement savings plan that allows eligible employees to supplement any existing retirement/pension benefits by saving and investing pre-tax dollars through salary deferral.

Contributions and any earnings are tax-deferred (both federal and state income taxes) until money is withdrawn. Withdrawals are taxed at ordinary income levels.

For more information about the Ohio Deferred Compensation click on this link: https://www.ohio457.org/iApp/tcm/ohio457/index.jsp

401(k)

The City of Toledo offers a voluntary pre-tax savings contributions retirement plan. The plan is commonly referred to as a 401(k).

Under the 401(k) plan, an employee’s retirement savings contributions are deducted from the employee’s paycheck before taxation. The City does not make contributions on the employee’s behalf. (Contributions are tax-deferred until withdrawn during retirement). Annual contributions to the 401(k) plan are limited to a maximum pre-tax annual contribution, as established by Internal Revenue Service regulations.

Roth 401(k)

The City of Toledo also offers a voluntary post-tax savings contributions retirement plan. This plan is commonly referred to as a Roth 401(k) Plan.

Under a Roth 401(k) Plan, an employee’s retirement savings contributions are deducted from the employee’s paycheck on a post-tax basis. Annual contributions to the Roth 401(k) plan are limited to a maximum post-tax annual contribution, as established by the Internal Revenue Service.

Employer

City of Toledo

Address

One Government Center Ste 1920

Toledo, Ohio, 43604

Phone

419-245-1500

Website

http://toledo.oh.gov/services/human-resources/

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