ADMINISTRATIVE ASSISTANT

City of Columbia; Columbia (SC); On-site; USD 32,000 - 42,000; Full time

Job summary

City of Columbia is seeking a courteous and professional clerical worker to support the Mayor's Office. The role involves routine to moderately clerical tasks, front-desk service, and data processing in a safe, office environment.

You will handle phones, greet visitors, process documents, and maintain logs while upholding standard procedures under supervision. A valid SC driver’s license and typing ability may be required.

Qualifications

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

Responsibilities

• Answers the telephone and provides information to callers or forwards calls to appropriate personnel.
• Greets office visitors and directs them to appropriate office or provides information.
• Provides information to the public regarding department procedures and policies.
• Types, copies, files, processes, mails and transmits documents and forms.
• Assists in entering, preparing and processing office records.
• Maintains lists and logs; compiles data for records and reports.
• Processes incoming and outgoing mail; handles fees and fines receipts.
• Performs routine clerical tasks and data entry; retrieves files and sends/receives faxes.
• Responds to inquiries from City departments, agencies, organizations, professionals and the public.
• Performs specialized clerical duties for the Office of the Mayor.
• Attends training and meetings to enhance knowledge and skills.
• Adopts an organized, efficient and professional team approach.
• Performs other duties as assigned.

Skills

Customer service

Typing 30 wpm

Data entry

Communication

Education

High school diploma or GED

Tools

Microsoft Office

Windows

Job 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.

• 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.

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 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.