Administrative Assistant

City of Columbia, SC; Columbia (SC); On-site; USD 35,000 - 40,000; Full time

Job summary

City of Columbia, SC is seeking a clerical assistant to support the Mayor's Office with routine to moderately clerical work, providing professional, courteous customer service, and following set procedures under close supervision.

The position is sedentary with light physical duties. Responsibilities include answering phones, greeting visitors, handling documents and mail, data entry, maintaining logs, compiling data for reports, and assisting in office records and special mayoral duties.

Qualifications

• High school diploma or GED required.
• Six months of relevant prior experience.
• Typing 30 corrected wpm may be required.
• Valid South Carolina Class D Driver’s License.

Responsibilities

• Answers the telephone and directs calls or takes messages.
• Greets office visitors and provides information or assistance.
• Provides information on department procedures and methods.
• Types, files, mails, transmits documents and forms.
• Assists in entering and processing office records.
• Maintains lists and logs and compiles data for reports.

Skills

Communication skills

Customer service

Typing speed 30 wpm

Microsoft Office

Education

High school diploma or GED

SC Driver's License Class D

Tools

Microsoft Office

Job description

Description

This position performs routine to moderately clerical work in support of efficient and effective operations within the Office of the Mayor; provides professional, courteous customer service at all times; and performs related duties as assigned. The incumbent works according to set procedures under close supervision and reports to the Mayor and the Mayor’s Office Manager.

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, grasping, handling, hearing, mental acuity, reaching, 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 Functions

• Answers the telephone; provides accurate information to callers and/or forwards calls to appropriate personnel; takes messages as needed;
• Greets office visitors; directs visitors to appropriate office and/or provides information and assistance as requested;
• Provides a variety of information to the public regarding department procedures, policies and methods;
• Types, copies, files, processes, mails and/or transmits various documents, which may include forms, work orders, permits, correspondence, memos, reports, official or legal documents, notices, etc.;
• Assists in entering, preparing and processing office records;
• Maintains various lists and logs;
• Compiles data for records and reports as requested;
• Processes incoming and outgoing daily mail;
• Collects, receipts and accounts for various fees and fines received;
• Performs other routine clerical work, including but not limited to copying documents, filing documents and retrieving files, sending and receiving faxes, entering and retrieving computer data, assembling materials, running errands, etc.;
• Receives and responds to inquiries and requests for assistance from other City departments, agencies, organizations, professionals and the public;
• Performs specialized clerical duties for the Office of the Mayor;
• Attends training, meetings, seminars and/or workshops to enhance job knowledge and skills;
• Adopts office culture of organized, efficient, and professional team member; and
• Performs other related duties as assigned.

Qualifications

MINIMUM REQUIREMENTS TO PERFORM WORK:

• High school diploma or GED;
• Six (6) months of relevant prior experience;
• May be required to type 30 corrected wpm;
• Valid South Carolina Class “D” Driver’s License.

SPECIAL REQUIREMENTS:

• Proficient in the use of Microsoft Office and Windows.

Knowledge, Skills, and Abilities

• Knowledge of mathematics involving the practical application of fractions, percentages, ratios and proportions; or measurements, logarithmic or geometric construction. May use algebraic solutions of equations and inequalities; descriptive statistics; deductive geometry, plane and solid, and rectangular coordinates; mathematical classifications or schemes;
• Ability to copy, transcribe, enter or post data or information;
• Ability to serve others such as customers, attending to their requests and exchanging information with them;
• Ability 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 toner;
• Ability to perform semi-skilled work involving set procedures and rules but with frequent problems;
• Ability to read routine sentences, instructions, regulations, procedures or work orders; writing routine sentences and completing routine job forms and incident reports; speaking routine sentences using proper grammar;
• Ability 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; and
• Ability to guide others, requiring a few decisions affecting a few co-workers; works in a stable environment with clear and uncomplicated written/oral instructions but with some variations from the routine.