Administrative Assistant

City of Santa Fe Springs; North Topsail Beach (NC); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

Health insurance

Retirement plan

Paid holidays

Sick leave

Vacation leave

Life insurance

Job summary

The Town of North Topsail Beach is seeking an Administrative Assistant to provide administrative, clerical, and customer service support across departments. The role requires handling inquiries, maintaining records, and coordinating communications to keep daily operations running smoothly.

The ideal candidate will show strong customer service and communication skills, the ability to juggle multiple priorities, and discretion when handling sensitive information and records.

Qualifications

• High school diploma or equivalent required; associate degree preferred.
• Two years of progressively responsible administrative or office support experience; local government experience preferred.

Responsibilities

• Answer phones, greet visitors, and respond to inquiries professionally.
• Process mail and distribute correspondence.
• Schedule meetings, maintain calendars, and coordinate appointments/events.
• Research and resolve citizen inquiries and escalate as needed.
• Maintain knowledge of town programs, services, policies, and procedures to provide accurate information.
• Maintain filing systems and assist with record keeping and document management.
• Ensure confidentiality of sensitive information.

Skills

Organizational skills

Time management

Written & verbal communication

Microsoft Office proficiency

Discretion with sensitive information

Education

High school diploma or equivalent

Associate degree in business/public administration (preferred)

Tools

Microsoft Office Suite

Job description

The Administrative Assistant provides administrative, clerical, and customer service support to ensure the efficient operation of the Town. This position serves as a resource for multiple departments, assisting department heads with administrative tasks, coordinating communications, maintaining records, and supporting daily operations as needed.

The ideal candidate will possess strong customer service and communication skills, the ability to manage multiple priorities, and the ability to quickly learn new software and technologies while handling sensitive information with professionalism and discretion.

Essential Duties And Tasks

• Answer phones, greet visitors, and respond to inquiries in a professional and courteous manner.
• Process incoming and outgoing mail and distribute correspondence.
• Schedule meetings, maintain calendars, and coordinate appointments and events.
• Research and resolve citizen inquiries independently and elevate issues to appropriate staff when necessary
• Maintain knowledge of current Town programs, services, events, policies, and procedures to provide accurate information to the public
• Research and gather resources, maintain inventory, and orders office supplies as needed
• Provides administrative and clerical support to all Town departments as needed.
• Assists department heads and staff with record keeping, filing, and document management.
• Maintains electronic and paper filing systems in accordance with records retention schedules and public records requirements.
• Maintain confidentiality of sensitive information and exercise sound judgment when handling records and communications.
• Maintaining accurate records of citizen complaints, service requests, and account adjustments, while preparing documentation for weekly reconciliation and contract performance review.
• Perform other related duties as assigned.

Knowledge, Skills, And Abilities

• Strong organizational and time management skills with the ability to prioritize multiple tasks.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint) and other office software.
• Ability to work independently while also collaborating effectively with multiple departments.
• Strong attention to detail and accuracy.
• Ability to provide excellent customer service to the public, elected officials, vendors, and staff.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Knowledge of standard office practices and procedures.

Minimum Qualifications

• High school diploma or equivalent required; associate degree in business administration, public administration, or a related field preferred.
• Two years of progressively responsible administrative or office support experience; experience in local government is preferred.
• Valid driver's license may be required depending on assigned duties.

Physcial Requirements

Work is primarily performed in an office environment and requires prolonged sitting, standing, walking, bending, and occasional lifting of up to 25 pounds. The employee must be able to operate standard office equipment, including computers, scanners, printers, copiers, and telephones.

• 401(k) - 3% employer contribution
• Participation in the Local Government Employee's Retirement Plan - 14.48% employer contribution
• 100% employer paid health, dental, and vision insurance per employee as well as short-term disability
• Options to add dependents for additional deductions
• Employer paid life insurance policy for $50,000
• Option to add additional coverage for additional deductions
• Telehealth services
• Additional voluntary benefits through Colonial including: Extended Short-Term Disability, Accident, Critical Illness and Cancer
• 15 employer paid holidays and 2 floating holidays
• Employer paid sick and vacation leave
• Annual longevity
• Health Reimbursement Account (HRA)
• $1,500 per employee each fiscal year to be used to assist employee and dependents
• Free beach parking for up to two (2) vehicles