Administrative Assistant I

City Of Charleston; Charleston (WV); On-site; USD 42,000 - 54,000; Full time

Job summary

City of Charleston is seeking an administrative assistant to support MOECD programs and community development activities. The role provides routine office support, prepares reports, maintains records, and inputs data into city systems.

Under supervision, you will handle inquiries, schedule meetings, record meeting minutes, and assist with project tasks and special initiatives. Candidates should have an associate degree and proficient Microsoft Office skills; a valid driver's license is required.

Qualifications

• Requires at least an Associate's Degree, specialized courses, or training equivalent in business management, communications, real estate or related fields.
• Valid driver's license.

Responsibilities

• Provides administrative and program support and services for MOECD's programs and projects.
• Handles and routes general calls or inquiries for the MOECD office and inputs information into the city's QAlert System.
• Represents the MOECD office and the city in internal and external community development activities, programs, events and meetings.
• Provides support for special projects.
• Prepares written reports/summaries, develops meeting minutes and completes data analysis work.
• Strives to be efficient and effective at balancing and meeting the common needs and reasonable expectations of the MOECD staff and core constituents.
• Contributes towards the department's mission by continuously striving to meet expectations, strategic goals and objectives.
• Interacts with the public, clients, co-workers and others to answer questions/concerns.
• Learns and understands the department's programs, policies and requirements, particularly those that are mandated by federal programs.
• Logs time for both city-related work tasks and for federal-related work tasks.
• Maintains confidentiality of information and interactions.
• Performs related work as assigned.

Education

Associate's Degree or equivalent in business management/communications

Job description

General Description

The purpose of this job within the organization is to assist with general administrative needs and provide supportive services for community development and housing programs and activities.

This job works under close to general supervision according to set procedures, but determines how or when to complete tasks.

Duties and Responsibilities

The functions listed below are those that represent the majority of the time spent working in this job. Management may assign additional functions related to the type of work of the job as necessary.

Essential Functions:

• Provides administrative and program support and services for MOECD's programs and projects.
• Handles and routes general calls or inquiries for the MOECD office and inputs information into the city's QAlert System.
• Represents the MOECD office and the city in internal and external community development activities, programs, events and meetings.
• Provides support for special projects.
• Prepares written reports/summaries, develops meeting minutes and completes data analysis work.
• Strives to be efficient and effective at balancing and meeting the common needs and reasonable expectations of the MOECD staff and core constituents.
• Contributes towards the department's mission by continuously striving to meet expectations, strategic goals and objectives.

Additional Duties:

• Interacts with the public, clients, co-workers and others to answer questions/concerns.
• Learns and understands the department's programs, policies and requirements, particularly those that are mandated by federal programs.
• Logs time for both city-related work tasks and for federal-related work tasks.
• Maintains confidentiality of information and interactions.
• Performs related work as assigned.

Responsibilities, Requirements and Impacts

Data Responsibility:

Data Responsibility refers to information, knowledge, and conceptions obtained by observation, investigation, interpretation, visualization, and mental creation. Data are intangible and include numbers, words, symbols, ideas, concepts, and oral verbalizations.

Gathers, organizes, analyzes, examines or evaluates data or information and may recommend action based on these data or information.

Assists in the proper management, storage and retrieval of office documents and information (both physical and digital).

People Responsibility:

People include co-workers, workers in other areas or agencies and the general public.

Provides information, guidance or assistance to people that directly facilitates task accomplishment.

Provides professional interpersonal interactions with internal and external groups or individuals.

Asset Responsibility:

Assets responsibility refers to the responsibility for achieving economies or preventing loss within the organization.

Requires some responsibility for achieving minor economies and/or preventing minor losses through the handling of or accounting for materials, supplies or small amounts of money.

Mathematical Requirements:

Mathematics requires the use of symbols, numbers and formulas to solve mathematical problems.

Uses addition and subtraction, multiplication and division and/or calculates ratios, rates and percents.

Communications Requirements:

Communications involves the ability to read, write, and speak.

Reads technical instructions, procedures manuals and charts to solve practical problems, such as routine office equipment operating instructions; composes routine reports and specialized reports, forms, and business letters, with proper format; speaks compound sentences using normal grammar and word form.

Judgment Requirements:

Judgment requirements refer to the frequency and complexity of judgments and decisions given the stability of the work environments, the nature and type of guidance, and the breadth of impact of the judgments and decisions.

Responsible for assisting in long-range goals, planning and methodologies. Decision-making is focus of the job, affecting entire organization and surrounding population; works in a dynamic environment with frequent changes and a diversity of matters and constituents.

Complexity of Work:

Complexity addresses the analysis, initiative, ingenuity, concentration and creativity, required by the job and the presence of any unusual pressures present in the job.

Performs skilled work involving rules/systems with almost constant problem solving, requires normal attention with short periods of concentration for accurate results and handles occasional exposure to unusual pressure.

Impact of Errors:

Impact of errors refers to consequences such as damage to equipment and property, loss of data, exposure of the organization to legal liability, and injury or death for individuals.

The impact of errors is moderately serious affects work unit and may affect other units or citizens.

Physical Demands:

Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.

Performs sedentary work that may involve walking or standing some of the time and involve exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations.

Equipment Usage:

Equipment usage involves responsibility for materials, machines, tools, equipment, work aids, and products.

Must be proficient in the use of computers and general Microsoft Office365 applications.

Oversee the proper support and operational functionality of office equipment and phone system. Obtains professional tech services as necessary.

Handles or uses work aids involving some latitude for judgment regarding attainment of a standard or in selecting appropriate items.

Unavoidable Hazards:

None.

Safety of Others:

Safety of others refers to the level of responsibility for the safety of others, either inherent in the job or to ensure the safety of the general public. (Does not include safety of subordinates).

Requires some responsibility for safety and health of others and/or for occasional enforcement of the standards of public safety or health.

Minimum Education and Experience Requirements:

Requires at least an Associate's Degree, specialized courses, or training equivalent in business management, communications, real estate or related fields.

Special Certifications and Licenses:

Valid driver's license.

Core Competencies:

Knowledge, Skills & Abilities:

1. Accountability takes responsibility for own actions.
2. Adaptability responds positively to change.
3. Communications listens, speaks and/or writes in a clear, concise and respectful manner.
4. Customer Service provides courteous, accessible and quality assistance to internal and external customers.
5. Initiative takes proactive action to complete work or resolve issues
6. Judgment & Decision Making evaluates issues and makes sound factual decisions.
7. Professional Development - seeks opportunities to enhance technical skills and job knowledge.
8. Teamwork & Cooperation collaborates with others to fulfill the City's vision and achieve departmental goals and strategic objectives.

Additional Qualifications:

1. Must have the ability to provide documentation and create reports outlining or verifying work activities and engagements.
2. Ability to read and speak the English language proficiently in order to communicate and interact with others; to understand and interpret safety instructions; and to respond to internal and external inquiries.
3. Ability to understand and comply with City and departmental guidelines, policies, procedures and expectations.

Americans with Disabilities Act Compliance

The City of Charleston, WV is an Equal Opportunity Employer. The ADA requires the City to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.

This job description has been designed to indicate the general nature and level of work that may be performed by an employee. It is not designed to contain or be interpreted as a comprehensive inventory or list of all of the duties, responsibilities and qualifications required of employees assigned to this job. Supervisors/Managers and/or Department Heads may also assign additional or other lawful duties as may be necessary and/or required. The City reserves the right to modify or change this job description at any time, for any lawful reason, with or without notice. This job description is not, and should not be construed or implied to be a contract, promise or guarantee of continued employment.