PT Administrative Assistant

JOB SUMMARY

The Administrative Assistant is responsible for providing administrative support to an assigned department in the city. The incumbents work generally involves public contact maintaining a variety of records receiving phone calls and coordinating and scheduling meetings.

ESSENTIAL JOB FUNCTIONS

• Performs customer service functions; answers telephone calls and greets visitors; directs callers/visitors to appropriate personnel and records/relays messages; provides information/assistance regarding department services activities procedures forms fees or other issues; distributes forms/documentation as requested; responds to routine questions/complaints and initiates problem resolution.
• Processes a variety of documentation associated with department operations within designated timeframes and per established procedures; receives reviews records types and/or distributes documentation; enters data into computer systems; logs tracks or maintains records regarding department activities; compiles data for further processing or for use in preparation of department reports; maintains computerized and/or hardcopy records.
• Acts as liaison with other departments professional individuals/groups and the public in matters pertaining to office programs or operations; conveys information among department personnel.
• Provides clerical/administrative support for management and/or staff of assigned department; relieves management staff of routine administrative tasks; screens telephone calls mail e-mail and other communications and initiates appropriate action/response; maintains department calendars and schedules meetings appointments or other activities; records and transcribes dictation meeting proceedings or other information; types composes edits or proofreads various documentation.
• Coordinates calendar activities for the department to include scheduling appointments meetings or other activities; updates calendars on a regular basis; coordinates travel arrangements accommodations conference registrations or other travel-related plans for department staff; communicates with individuals scheduled for appointments/meetings as appropriate; prepares agendas and materials needed for meetings.
• Processes purchasing documentation; receives purchase order requests and assigns numbers; researches products/prices with vendors and obtains competitive price quotes; maintains purchasing records.
• Processes invoices for payment; reviews invoices for accuracy researches discrepancies reconciles with monthly statements and assigns proper budgetary code; completes travel expense vouchers petty cash requests and other payment requests; forwards invoices for payment.
• Processes payroll documentation; reviews timesheets for accuracy and completeness; makes calculations and researches discrepancies prior to submittal to Human Resources for processing.
• Monitors inventory of department supplies and forms; ensures availability of adequate materials to conduct work activities; initiates requests/orders for new or replacement supplies; maintains inventory records.
• Processes incoming/outgoing mail; sorts opens and distributes incoming mail; signs for incoming mail/packages and delivers to appropriate personnel; prepares outgoing mail; assists with preparation of bulk mail-outs.
• Types composes prepares or completes various forms reports correspondence logs notices checklists schedules calendars purchase orders check requests budget documents meeting minutes status reports project reports statistical reports work orders charts spreadsheets presentations or other documents.
• Receives various forms reports correspondence time sheets attendance records purchase requisitions invoices budget reports meeting minutes policies procedures codes manuals directories reference materials or other documentation; reviews completes processes forwards or retains as appropriate.
• Operates a personal computer transcriber postage machine general office equipment or other equipment as necessary to complete essential functions to include the use of word processing spreadsheet database presentation e-mail Internet or other computer applications.
• Performs basic maintenance of computer system and office equipment such as backing up data replacing toner or refilling paper; coordinates service/repair activities as needed.
• Maintains file system of various files/records for the department; prepares and sets up files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files; purges shreds or destroys confidential or obsolete documents; conducts records maintenance or destruction activities in compliance with guidelines governing record retention.
• Copies and distributes forms reports correspondence and other related materials.
• Attends various meetings as needed.
• Performs other related duties as assigned.

Education and Experience:

High school diploma or equivalent required Associates Degree preferred; supplemented by three (3) years of previous experience and/or training involving secretarial work basic bookkeeping customer service personal computer operations data entry record maintenance and experience in specific area of assignment; or any equivalent combination of education training and experience which provides the requisite knowledge skills and abilities for this job. Public sector experience preferred.

Licenses or Certifications:

None

Special Requirements:

Requires an acceptable general background check to include a local and state criminal history check.

Requires pre-employment medical evaluation and satisfactory results from a pre-employment alcohol and controlled substance testing.

Knowledge Skills and Abilities:

• Knowledge of modern office practices methods equipment and standard clerical procedures.
• Knowledge of or ability to learn the departments rules regulations policies and procedures.
• Knowledge of all municipal functions contacts and activities of various departments.
• Knowledge of use of proper grammar and spelling.
• Skill in operating a computer.
• Skill in oral and written communication.
• Skill in time management organization and people.
• Ability to learn understand and apply the concepts practices and procedures of the department.
• Ability to pay close attention to details.
• Ability to handle several projects simultaneously.
• Ability to understand and follow quickly and accurately oral and written instructions.
• Ability to prepare clear and concise reports and maintain accurate records. Ability to maintain alphabetical and chronological files.
• Ability to work independently without specific instructions.
• Ability to establish and maintain effective working relationships with City employees and the general public.
• Ability to provide excellent customer service to employees and vendors in person and by telephone.
• Ability to maintain complex records.
• Ability to have good judgment tact and professionalism.
• Ability to multi-task with frequent interruptions.

PHYSICAL DEMANDS

The work is sedentary work which requires exerting up to 20 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift carry push pull or otherwise move objects including the human body. Requires mental acuity including the ability to make rational decisions through sound logic and deductive processes the ability to express ideas by means of the spoken word and have close visual acuity.

WORK ENVIRONMENT

Work is performed in a relatively safe and secure work environment.

The City of Fairburn is an Equal Opportunity Employer. To perform this job successfully an individual must be able to perform the essential job functions compliance with the American Disabilities Act (ADA) reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential job functions. Prospective and current employees are encouraged to discuss accommodations with the employer.