Example of Duties
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Hiring range: $24.00 hourly, limited to 1,500 hours per year (30 hours per week); not benefit eligible
JOB SUMMARY
The Administrative Assistant performs a variety of clerical and administrative tasks in support of department operations. This is a global position and as such reporting relationships vary by department. The Administrative Assistant works under general supervision sufficient to monitor progress and assess achievement of key performance indicators.
ESSENTIAL JOB FUNCTIONS: The following descriptions are intended to be representative of the general responsibilities and duties of the position and are not intended to be all inclusive.
- Front-facing and provides customer service to department visitors and callers.
- May serve in a backup capacity to one or more department software programs or services, addressing issues, processing requests for access and providing maintenance.
- May serve as a liaison between the department, vendors doing business with the City and accounts payable in the finance department. Other finance liaison responsibilities as assigned.
- Assists the department with a variety of financial tasks such as reconciling monthly purchasing card statements, processing and reconciling invoices, entering requisitions for purchase orders, and completing check requests.
- Provide coordination for help desk tickets and tracking of technology assets
- Responsible for scanning documents and organizing electronic personnel files.
- Coordinates public information requests; answers questions within the framework of established policies, procedures, laws, and other regulations.
- Drafts, amends and routes letters, documents and forms to ensure efficient processing.
- Works with departments to order supplies and/ or materials for the office.
- Maintains departmental schedules and calendars.
- Attends a variety of committee meetings including departmental and citywide committees.
- Prepares and distributes a variety of written information such as reports, brochures, and correspondence.
- Performs other general clerical and related tasks as required.
Typical Qualifications
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REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
- Strong knowledge of customer service principles.
- General knowledge of organization and administration of municipal government.
- Working knowledge of generally accepted accounting principles and strong mathematical skills.
- Strong office skills and demonstrated skill in use of personal computer, including word processing, database and spreadsheet programs.
- Proficient skill in Word, Excel, MS Teams, and Munis.
- Ability to exercise independent judgment and discretion.
- Ability to plan, organize and manage multiple projects and priorities.
- Ability to creatively and effectively prepare, edit and design reports and other publications.
- Ability to present ideas effectively, both orally and in written form.
- Ability to establish and maintain effective working relationships with associates and the general public.
- Ability to research, collect, organize and analyze data.
- Ability to perform work with a high degree of accuracy and attention to detail.
MINIMUM EXPERIENCE AND TRAINING
Associate degree from an accredited college or university with major course work in business administration or a closely related field and a minimum of three years of related experience.
SPECIAL REQUIREMENTS
Must be able to acquire and maintain a valid Notary Public certification in North Carolina.
Other Necessary Requirements
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JOB RELATED PHYSICAL ACTIVITY REQUIREMENTS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. If requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.
This position primarily operates in an office setting, performing mostly sedentary work. Physical activity related to this position may include constantly operating a computer and other office productivity machinery, such as a calculator, copy machine and printer, frequently moving about the office to access file cabinets, office machinery, etc. and communicating information and ideas so others will understand. Sufficient visual acuity is required to prepare and analyze data and figures and do extensive reading. May require the physical exertion of up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to move objects. An employee in this position will not be substantially exposed to adverse environmental conditions.
