ADMINISTRATIVE ASSISTANT

City of Columbia SC; Columbia (SC); On-site; USD 30,000 - 42,000; Full time

Benefits offered by this job

Health care

Dental

Vision

Retirement plan

Paid holidays

Sick leave

Job summary

The City of Columbia SC is seeking a courteous, detail-oriented clerical assistant to support the Mayor's Office. This sedentary role involves routine data entry, document processing, and public inquiries with daily interactions across City departments.

Responsibilities include answering phones, greeting visitors, handling mail, and maintaining records. Requires basic MS Office skills, a high school diploma, and a SC Driver's License. Benefits are available for full-time staff.

Qualifications

• High school diploma or GED required.
• Six months of relevant prior experience requested.
• Typing speed of 30 corrected wpm may be required.
• Valid South Carolina Class D Driver’s License may be required.
• Proficient in Microsoft Office and Windows.

Responsibilities

• Answers the telephone; forwards calls or takes messages as needed.
• Greets office visitors and directs them to the appropriate office.
• Provides information to the public regarding procedures and policies.
• Types, copies, files, mails and transmits documents and notices.
• 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.
• Receipts and accounts for various fees and fines.
• Performs other routine clerical work as assigned.
• Responds to inquiries from other City departments and the public.
• Performs specialized clerical duties for the Office of the Mayor.
• Attends trainings and meetings to enhance skills.
• Maintains an organized, efficient, and professional work culture.

Skills

Customer service

Communication skills

Typing 30 wpm

Microsoft Office

Data entry

Telephone etiquette

Education

High school diploma or GED

Tools

Windows OS

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.

The City of Columbia is proud to offer a complete benefits package to full-time employees. This package includes health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave.

Part-time or temporary employees, including interns, are not eligible for City benefits.

To Learn More Details, Visit Our Benefits Page At

https://hr.columbiasc.gov/benefits/