ADMINISTRATIVE ASSISTANT

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

Job summary

City of Columbia's Office of the Mayor seeks a clerical assistant to provide courteous customer service, answer phones, greet visitors, process documents, and maintain records under supervision. This sedentary role involves data entry, mail processing, and routine office duties.

The incumbent will assist multiple departments, attend trainings, and uphold an organized, efficient office culture. Requirements include a high school diploma, 6 months of relevant experience, 30 wpm typing, and a South

Qualifications

• High school diploma or GED required.
• Typing 30 corrected wpm.
• Proficiency with Microsoft Office and Windows.
• Six months of relevant prior experience.
• Valid SC Driver’s License or ability to obtain one.

Responsibilities

• Answers the telephone and directs callers or takes messages.
• Greets visitors and provides information and assistance.
• Types, files, mails and transmits documents and memos.
• Maintains office records and logs; compiles data for reports.
• Processes mail and collects fees or fines as applicable.
• Performs routine clerical tasks and supports multiple departments.

Skills

Typing 30 wpm

MS Office

Customer service

Data entry

Education

High school diploma or GED

Tools

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.