LEAD ADMIN ASSISTANT

Administrative AssistantThis position provides highly responsible administrative, secretarial and clerical assistance in support of efficient and effective department operations, ensuring effective and efficient office operations; represents the City to the public and provide professional, courteous customer service at all times; and performs related duties as assigned. The incumbent works within a general outline of work to be performed, and develops work methods and sequences under general supervision. The work is considered sedentary in nature and involves walking or standing some of the time and involves exerting up to 10 pounds of force on a recurring basis or routine keyboard operations. The work requires the following physical abilities to perform the essential job functions: fingering, handling, hearing, mental acuity, repetitive motion, speaking, talking, visual acuity, and walking. Work environment involves exposure to no known environmental hazards; and is safe and secure that may periodically have unpredicted requirements or demands.Essential Job FunctionsProvides administrative and secretarial support to assigned supervisor, performing such duties as scheduling and coordinating meetings and appointments, researching and compiling data for reports and studies, composing and/or preparing routine and confidential reports and correspondence, making travel and accommodations arrangements for staff, etc.Evaluates office operations and makes recommendations for changes in order to maintain office productivity and efficiencyAssists supervisor in planning and implementing various department programs, activities and services as assignedComposes, prepares, types, copies, files, processes, mails and/or transmits various documents, which may include forms, correspondence, memos, presentation materials, reports, agreements, contracts, leases, press releases, etc.Establishes and maintains the department's filing systemAttends meetings; prepares meeting agendas and packets; prepares and distributes meeting minutes; provides administrative and clerical support to various committees, commissions and boards as requiredMay provide technical and clerical assistance in the preparation of assigned budgets; may assist in administering grants; may monitor expenditures, process invoices, reconcile accounts, and prepare related financial records and reportsAnswers the telephone; provides accurate information to callers and/or forwards calls to appropriate personnel; takes messages as needed; greets and assists office visitorsPerforms other routine clerical work, including but not limited to copying and filing documents, sending and receiving faxes, entering and retrieving computer data, preparing spreadsheets, assembling materials, ordering supplies, processing daily mail, maintaining lists and logs, etc.Receives, researches and responds to inquiries, requests for assistance and concerns from other City departments, agencies, organizations, professionals and the public; assists supervisor in coordinating department activities with those of other departments and agencies as appropriateMay provide leadership of assigned clerical staff; offers training, advice and assistance as necessaryMay perform specialized duties peculiar to assigned departmentCoordinates and/or participates in special projects as assignedAttends staff, committee and City meetings as required; may represent supervisor at various meetings as requestedAttends training, meetings, seminars and/or workshops to enhance job knowledge and skills; andPerforms other related duties as assigned.Qualifications MINIMUM REQUIREMENTS TO PERFORM WORK: High school diploma or GEDThree (3) years of relevant prior experienceMay be required to type 30 corrected wpmValid South Carolina Class "D" Driver's License.Knowledge, Skills, and AbilitiesKnowledge of addition and subtraction, multiplication and division and/or calculating ratios, rates and percentagesAbility to gather, organize, analyze, examine or evaluate data or information and may prescribe action based on such data or informationAbility to provide information, guidance or assistance to people to directly facilitate task accomplishment; may give directions or assignments to helpers or assistantsAbility to handle or use machines, tools or equipment requiring brief instruction or experience, such as computers for data entry, fax machines, copiers, telephones or similar equipment; may service office machines, including adding paper and changing tonerAbility to perform skilled work involving rules/systems with almost constant problem-solvingAbility to read technical instructions, procedures, manuals and charts to solve practical problems; composing routine reports and specialized reports, forms and business letters with proper format; speaking compound sentences using normal grammar and word formAbility to perform clerical, manual or technical tasks prescribed by standard practices but which may require computation, the use of several procedures, and the use of independent judgments with obvious choices; requires normal attention for accurate results; andAbility to guide others, requiring frequent decisions affecting co-workers and others who depend on the service or product; works in a somewhat fluid environment with rules and procedures but with many variations from the routine.