Administrative Assistant

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

Job summary

City of Santa Fe Springs seeks an experienced administrative professional to provide office, clerical, and technical support for the department director and staff. Under general supervision, you will manage phones, schedule meetings, prepare materials, and handle routine accounting tasks.

Key duties include filing, typing, scanning, maintaining project databases, arranging travel, producing minutes, and supporting permits and NPDES-related work.

Qualifications

• Requires HS diploma or equivalent with secretarial training.
• 3–5 years of administrative/clerical experience.
• EOE — Equal Opportunity Employer.

Responsibilities

• Answers phone calls, schedules meetings and supports visitors.
• Performs filing, typing, copying, scanning and mailing duties.
• Maintains project database and tracks documents in MS4 service area.
• Makes travel arrangements for supervisor and staff as needed.
• Prepares meeting materials, agendas, minutes and distributes them.

Skills

Administrative support

Data entry

Scheduling

Filing

Communication

Typing

Education

High school diploma or equivalent with secretarial training

Tools

MS Office

BOA software

Job description

Description

Under general supervision, the individual in this position performs a variety of general office, clerical, technical, and related administrative support duties for the department director and professional staff.

Examples of Duties

• Answers phone calls, schedules meeting and supports visitors
• Carries out administrative duties such as filing, typing, copying, scanning, etc.
• Maintains a detailed database of projects in the MS4 service area
• Makes travel arrangements for Supervisor and staff when necessary
• Exhibits polite and professional communication via phone, email, and in person
• Supports the team by performing tasks related to organization and efficiency
• Maintains supplies and places orders when necessary
• Utilizes various software programs to view, edit and update projects
• Handles department expenses; reconciles accounts with receipts using the BOA software, prepares claims for payment and any related accounting duties
• Schedules meetings; prepares agendas, sends invites, tracks responses, gathers and distributes related meeting materials, takes, prepares and distributes meeting minutes
• Oversee the preparation of the annual report to SCDHEC; gathers data from staff, finalizes report in a timely manner
• Provides assistance to staff by performing administrative reviews, data entry, typing, mailing, and related work applicable to the issuance of permits and National Pollutant Discharge Elimination System (NPDES) coverages.
• Performs other duties as may be necessary

Typical Qualifications

Requires a high school diploma or equivalent with vocational or technical school training in secretarial science and a minimum of three to five years of administrative and clerical experience, or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities.

Equal Opportunity Employer