Administrative Assistant I - Fleet Services

Administrative Support

Provides varied administrative and clerical services to an assigned department. May supervise administrative support staff, temporary employees, or interns. Prepares, reviews, distributes, and/or files routine correspondence, memoranda, letters, and reports; attends staff and other meetings and takes notes or minutes. Plans and/or coordinates meetings within department or across departments. Carries out special projects of an administrative or office operations nature. Answers calls; responds to general phone, email, or written inquiries. Relays messages; receives, processes, and distributes mail. Maintains department records and files.

Works under very general supervision. May work independently or with other workers with responsibility for completion of assigned tasks.

Responsibilities

Composes and prepares routine correspondence, letters, memoranda, applications, reports, and other documents.

Collates, binds, and stores computer generated reports.

Transcribes tapes and/or notes from meetings into prescribed format.

Prepares budget documents as directed; researches past expenses and projected costs to support budget preparation.

Completes requisitions for purchases and submits for appropriate approval.

Handles incoming inquiries and requests; answers the telephone; routes and returns telephone calls.

Composes and sends routine correspondence, applications, forms, and reports.

Examines reports, other draft material, purchase orders, vouchers, and permit applications for errors; corrects errors before producing final copy.

Identifies equipment or office material deficiencies; sends requests for repair, maintenance, or replacement of equipment; orders new supplies.

Coordinates calendar events and purchases materials and supplies for office.

Organizes office operations and procedures.

Provides support to visitors.

May coordinate calendar events to include planning/scheduling appointments, meetings, and interviews; updates on a regular basis; contacts parties involved, as appropriate.

May perform other duties as assigned.

The above statements reflect the general duties, responsibilities and competencies considered necessary to perform the essential duties and responsibilities of the job and should not be considered as a detailed description of all the work requirements of the position. COA may change the specific job duties with or without prior notice based on the needs of the organization.

Qualifications

Knowledge of administrative and office management procedures and methods.

Knowledge of department structure and operations.

Skill in communicating and interacting with supervisors and other staff members.

Skill in using standard office software, e.g. Word, Excel, PowerPoint.

Skill in using specialized office data systems.

Skill in building effective relationships within the organization and with outside contacts.

Ability to compile, organize, prepare, and maintain an assortment of records, reports, and information.

Education and Experience High School diploma or equivalent and one (1) year of progressively responsible secretarial, clerical, or general administrative experience.

Licensures and Certifications - None

Preferred Requirements - Associate's Degree in Secretarial Science, Business Administration, Public Administration, or related field and three (3) of secretarial, clerical, or general administrative and supervisory experience preferred.

Required physical, lifting, and sensory capabilities are requirements to perform the job successfully. Typical environmental conditions associated with job.

Sedentary work: Exerting up to 10 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.

This position follows the City's hybrid work schedule policy as assigned by the Department of Human Resources Commissioner and requires in-person work at City worksites/facilities at least four (4) days per week, with the option to work remotely one (1) day per week, based on eligibility, departmental needs, and supervisor approval. The hybrid work schedule is subject to change at any time to five (5) days in-person work.

It is the policy of the City of Atlanta ("COA") that qualified individuals with disabilities are not discriminated against because of their disabilities regarding job application procedures, hiring, and other terms and conditions of employment. It is further the policy of the COA to provide reasonable accommodations to qualified individuals with disabilities in all aspects of the employment process. The COA is prepared to modify or adjust the job application process or the job or work environment to make reasonable accommodations to the known physical or mental limitations of the applicant or employee to enable the applicant or employee to be considered for the position he or she desires, to perform the essential functions of the position in question, or to enjoy equal benefits and privileges of employment as are enjoyed by other similarly situated employees without disabilities, unless the accommodation will impose an undue hardship. If reasonable accommodation is needed, please contact the Human Resources Director for your department.

The City of Atlanta is an Equal Opportunity Employer and does not unlawfully discriminate on the basis of race, color, religion, age, disability, sex, sexual orientation, gender identity, marital status, veteran's status or national origin, or any other basis prohibited by federal, state, or local law. We value and encourage diversity in our workforce.

Job Info

• Job Identification 34252
• Job Category General Administrative
• Locations 23 Claire Drive SE, Atlanta, GA, 30315, US