Administrative Assistant

City of Santa Fe Springs; Clemson (SC); On-site; USD 38,000 - 48,000; Full time

Benefits offered by this job

PEBA Retirement

Paid leave

12 paid holidays

Free medical for employee and depends

401K/457 Plans

Medical, Dental & Vision

Life Insurance

FSA/HSA

Job summary

The City of Clemson is seeking a detail-oriented administrative assistant to provide front-line customer service and clerical support to the City Administrator and Deputy City Administrator. You will interact with the public in person and by phone, and assist with various projects to keep city operations running smoothly.

Responsibilities include handling inquiries, supporting city council activities, and coordinating meetings, travel, and purchasing processes with a focus on accuracy and

Qualifications

• High School Diploma or GED required.
• Associate’s degree in Public Administration, Business Administration, Office Management, or related field preferred.
• Proficient in Google Workspace applications (Gmail, Docs, Sheets, Drive).
• 2–3 years of progressive clerical/administrative experience or equivalent.

Responsibilities

• Greet the public and answer calls for the City Administration Department; refer inquiries to the right staff.
• Help resolve citizen requests and complaints, directing to correct department as needed.
• Coordinate with HR Administrative Assistant to ensure smooth front-desk reception.

Skills

Google Workspace

Front desk

Customer service

Education

High School Diploma or GED

Associate’s degree preferred

Tools

Excel

Job description

Under regular supervision, this position provides comprehensive, multi-task administrative and clerical support to the Administration Department, directly assisting the City Administrator, Deputy City Administrator, Assistant City Administrator, and City Council. This role serves as a primary point of contact for the municipality, delivering high-quality front-line customer service to the public both in person and over the phone. May assists with special projects and departmental initiatives as needed to ensure efficient city operations.

Benefits

• PEBA Retirement
• Paid Annual and Sick Leave
• 12 paid holidays per year
• Access to FREE acute medical care for employee's, their spouse and children under the age of 26.
• 401K and 457 Retirement Plan Options
• Comprehensive Medical, Dental and Vision Plans
• Life Insurance
• Medical Flexible Spending Plan/Health Savings Account

Examples of Duties / Knowledge & Skills

Front-Line Customer Service & Public Relations

• Greets the public, answers incoming calls for the City Administration Department, and responds to inquiries from employees, citizens; refers individuals to appropriate personnel when necessary.
• Helps resolve citizen service requests, complaints, and information inquiries, directing them to the correct department as needed.
• Coordinates directly with the HR Administrative Assistant to ensure seamless telephone and front-desk reception.

Executive & Departmental Administrative Support

• Provides comprehensive clerical and logistical support to the City Administrator, Deputy City Administrator, and Assistant City Administrator.
• Reconciles purchasing cards, processes invoices for payment, and manages travel and registration arrangements for professional conferences.
• Coordinates meetings by securing venues, notifying attendees, and arranging catering/food logistics when required.
• Compiles project updates, timelines, status reports, and other documentation; assists in managing daily office operations, including the procurement of office supplies and specialized equipment.

City Council Support

• Provides administrative aid to the City Council, including assisting with the preparation of agenda request, drafting ceremonial proclamations, and coordinating member availability.

Correspondence, Data, & Document Management

• Composes, types, and edits professional correspondence, memos, Excel reports, and other documentation requiring a high degree of judgment, accuracy, and completeness.
• Manages the pickup, sorting, and distribution of daily municipal mail, as well as the tracking of special parcel shipments.

Equipment & Technology Utilization

• Competently operates a variety of standard office machinery, including computers, printers, copiers, postage meters, and fax machines.
• Utilizes a wide array of specialized and standard computer software applications to execute daily tasks efficiently.

Minimum Qualifications

Minimum qualifications & Requirements

Education And Experience Requirements

• High School Diploma or GED equivalent required.
• Associate’s degree in Public Administration, Business Administration, Office Management, or a closely related field is highly preferred.
• Must be highly proficient in Google Workspace applications including Gmail, Docs, Sheets, Drive, etc.
• Two (2) to three (3) years of progressive clerical or administrative experience. Or any equivalent combination of training and experience which provides the required skills, knowledge, and abilities.

Licenses or Certifications

• Must have a valid South Carolina driver’s license or be able to obtain one.

Supplemental information

The City of Clemson provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

The City of Clemson is an equal opportunity employer.