Administrative Assistant

Montgomery; Montgomery (AL); On-site; USD 32,000 - 42,000; Full time

Job summary

The City of Montgomery Police Department is seeking an Administrative Assistant to perform a wide range of clerical tasks and provide direct support to department managers. The role includes payroll, budgeting, purchasing, and personnel actions, with emphasis on accuracy and clerical efficiency.

Qualifications include a high school diploma or GED plus three years of clerical experience; certifications in Office Administration may substitute for experience.

Qualifications

• High School diploma or GED and three (3) years of responsible clerical/office administrative experience which demonstrates full knowledge of office functions to include processing department documentation, record keeping, and assisting supervisors or managers with department functions.
• A technical certification in Office Administration or closely related area may substitute for one year of experience.
• Advanced training in office administrative or closely related area is preferred at this level.
• Three (3) years’ experience as an Administrative Support Specialist will qualify for this position.

Responsibilities

• Perform a wide range of general and specialized clerical procedures.
• Provide direct and ongoing support to department managers, cabinet members, or large division heads across administrative functions.
• Manage payroll, prepare and control budgets, purchase supplies and equipment, handle personnel actions, and perform general administrative duties.
• Provide departmental reports and documentation, maintain accurate record-keeping and filing systems, and perform basic bookkeeping duties such as accounts payable, departmental billing and payment processing.

Skills

Clerical/Office administrative work

Education

High School diploma or GED

Office Administration certification

Advanced training in office administration

Job description

Salary Information

Compensation plans are based on a multi-step progression system. The pay range reflects the entry level and maximum salary potential in the assigned pay grade.
A starting salary may be negotiated and will be commensurate with education, training and experience in alignment with pay administration policies and the Montgomery Personnel Board Rules & Regulations

Nature of Work

This position is an advanced-level clerical
position where employees are responsible for performing a wide range of general
and specialized clerical procedures. The Administrative Assistant position is
distinguished from lower-level clerical positions by its focus on providing
direct and ongoing support to smaller department managers, cabinet members, or
large division heads across various administrative functions. The position
requires a thorough understanding of office administration principles and the
ability to exercise sound judgment and effective decision-making. The work
responsibilities include managing payroll, preparing and controlling budgets,
purchasing supplies and equipment, handling personnel actions, and performing
general administrative functions. The position also involve providing departmental reports and documentation, maintaining accurate record-keeping and filing systems, and/or basic bookkeeping duties, such as accounts payable,
departmental billing, and payment processing. The work performed in this
position is non-routine, often cyclical, and conducted under general
instructions from the supervisor. The Administrative Assistants typically
support supervisors, managers, or directors overseeing larger divisions or
smaller departments.

Minimum Qualifications

• High School diploma or G.E.D. and three (3) years of responsible clerical/office administrative experience which demonstrates full knowledge of office functions to include processing department documentation, record keeping, and assisting supervisors or managers with department functions.
• A technical certification in Office Administration or closely related area may substitute for one year of experience.
• Advanced training in office administrative or closely related area is preferred at this level.
• NOTE: Three (3) years’ experience as an Administrative Support Specialist will qualify for this position.
• NOTE: Qualifying education, training and experience that provide the requisite knowledge, skills and abilities to perform the job will be considered.

Kind of Examination

Applications are being accepted to fill one (1) vacancy and any vacancies that may occur during the life of the register. The current vacancy is with the City of Montgomery Police Department. Applicants will be screened and qualified based upon education and experience as shown on the application. For this reason, applicants are urged to fill in the application form completely providing detailed information concerning the kinds of jobs they have held, the dates they held them, where and exactly what their duties were. If more than five qualified applications are received, a selection procedure will be administered to rank applicants on the register. Tied scores will not be broken. If there are five or less qualified applicants, they will be considered equally qualified and placed on the register in alphabetical order.

Additional Information

This position is open only to the City of Montgomery Police Department�employees who have completed their probationary period and meet the minimum qualifications.