Administrative Assistant

JOB SUMMARY

The Administrative Assistant provides administrative support to an assigned department in the city. The incumbent's work generally involves public contact, maintaining a variety of records, receiving phone calls, and coordinating and scheduling meetings.

ESSENTIAL JOB FUNCTIONS

Community Relations:

• Oversee departmental calendars, maintaining multiple daily schedules, and coordinates appointments and meetings.
• Maintains the department’s project management platform, creating, assigning, and tracking work tickets and deadlines to support timely completion of requests.
• Assists with information gathering and content creation for communications materials, including newsletters, press releases, web content, social media, marketing materials, and graphic design elements; assists with editing, selecting, and distributing printed and digital content to departments and the public.
• Prepares correspondence, letters, and memoranda for signature and responds to routine inquiries within established guidelines.
• Plans, organizes, and attends meetings and community events as directed; provides on-site event support including preparation, setup, and breakdown for city-sponsored outreach activities.
• Supports webpage and social media updates and assists with managing public communication tools and routing citizen requests to appropriate departments.
• Maintains office files and records in accordance with retention requirements.
• Manages assigned financial activities, including purchase orders, expense tracking and purchasing card reconciliation, inventory control, and budget support.
• Performs other related duties as required;

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS

High School diploma or equivalent; one (1) year of progressively responsible administrative work, with some experience in the public sector preferred; or an equivalent of education or experience.

CERTIFICATION, LICENSE, AND SPECIAL REQUIREMENTS

• Possess and maintain a Valid Georgia Driver’s License and a satisfactory Motor Vehicle Record (MVR).

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of modern office practices, methods, equipment, and standard clerical procedures.
• Knowledge of or ability to learn the department's 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 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 requires prolonged periods of sitting intermittently, standing and walking. Duties involve frequent use of a computer and standard office equipment, including repetitive hand and finger movements for typing and document handling. The position requires adequate visual, auditory, and verbal acuity to communicate effectively, review documents, and perform detailed administrative tasks, including lifting or moving materials or equipment as required by the duties of the position.

WORK ENVIRONMENT

The work is typically performed in an office environment.