Administrative Assistant

Administrative Support Specialist

Performs intermediate skilled administrative support work providing administrative support to department staff, receiving and processing incoming calls and visitors, preparing and maintaining records and files, typing a variety of documents, preparing reports, and related work as apparent or assigned. Work is performed under the moderate supervision of the assigned supervisor.

Essential Functions

• Types a variety of documents including correspondence, lists, labels, reports, requisitions, memoranda, etc. where a knowledge of format and presentation is necessary; checks items for grammatical accuracy and completeness.
• Receives, processes, and enters a variety of information into computer system; verifies statistical and other records for accuracy and completeness; enters and retrieves sensitive and restricted information into computer system.
• Prepares a variety of complex and/or confidential reports requested.
• Maintains complex and detailed files, records, and databases.
• Prepares and maintains information on City website and social media.
• Performs administrative support for department staff; maintains and coordinates office operations; maintains and schedules appointments; makes travel arrangements; assists in setup and clean up for meetings; sends out announcements and reminders to departments as needed.
• Maintains a variety of operational, bookkeeping, program records, and accounts, which may include accounts receivable and payable; assists with development, preparation, and maintenance of departmental budget; maintains petty cash; processes check requests; receives and accounts for funds; prepares and makes bank deposits.
• Maintains payroll records for department; processes personnel and payroll related confidential forms; maintains and tracks employee leave.
• Greets visitors; answers telephone; answers questions and responds to inquiries or complaints on operations, policies, and procedures; forwards calls and directs visitors to appropriate party; assists the public with the completion of standardized records, applications, or documents.
• Drops off and picks up mail; prepares, sorts, processes, and distributes mail, packages, and other materials; runs errands for meetings and supplies as needed.
• Attends meetings of various boards, committees, and commissions; takes and transcribes minutes; gathers, organizes, assembles, and disseminates agenda packages as directed.
• Prepares and processes purchase and departmental supply orders; maintains supply inventories, places supply orders, and distributes supplies as needed.
• Operates a variety of office machines such as copiers, scanners, fax, and other equipment as needed; utilizes various standard office and specialized software applications.
• Undertakes special projects as assigned by supervisor.

Typical Qualifications

Associates/Technical degree with coursework in business administration, or related field and considerable experience in administrative support and office operations, or equivalent combination of education and experience. Commissioned as a Notary Public within six months of hire depending on departmental need. May require special certifications depending upon departmental assignment. Valid driver's license in the State of North Carolina. Comprehensive knowledge of standard office practices, procedures, equipment, and administrative support techniques; comprehensive knowledge of business English, spelling, and arithmetic; comprehensive knowledge of the organization and functions of the department and of general administrative policies and practices; skill in the use of personal computers, associated software packages, hardware, and peripheral equipment; ability to keep office records and to prepare accurate reports from file sources; ability to perform and organize work independently; ability to type and transcribe dictation accurately at a reasonable rate of speed; ability to prepare effective correspondence on routine matters and to perform routine office management details without referral to supervisor; ability to establish and maintain effective working relationships with associates and the general public.

Physical Demands

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions. This work requires the occasional exertion of up to 10 pounds of force; work regularly requires speaking or hearing, using hands to finger, handle or feel and repetitive motions, frequently requires reaching with hands and arms and occasionally requires standing, walking, sitting, stooping, kneeling, crouching or crawling and pushing or pulling; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data, operating machines, operating motor vehicles or equipment and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a loud noise location (e.g. grounds maintenance, heavy traffic).

Benefits

This full-time position qualifies for benefits, which include; Health, Dental, Vision, Disability, Life Insurance, 401k and NC Retirement. Please visit the link below for details. City of Shelby Benefits Summary