Administrative Assistant I - Point Mallard

Decatur; Decatur (AL); Hybrid; USD 30,000 - 40,000; Full time

Job summary

Decatur is seeking an Administrative Assistant I to provide essential administrative support for the department’s operations. The role involves handling requisitions, purchase orders, vendor lists, bid preparation and communications, and maintaining records to keep processes running smoothly.

The position requires basic office skills, strong organizational ability, and effective customer service. It is based in an office environment with routine computer use and interaction with city staff and

Qualifications

• Requires completion of specialized training in the field and basic high school education.
• 1–2 years of related experience preferred and apprenticeship/internship is acceptable.
• Knowledge of city policies and modern office practices is expected.

Responsibilities

• Review departmental requisitions and purchase orders.
• Maintain up-to-date vendor list and assist with bid processes.
• Prepare bids and distribute, and notify bidders of results.
• Update city intranet with bids, contracts, and instructions.
• Assist in managing city purchasing and travel cards.
• Prepare training packets and assist with employee training.
• Perform related administrative duties.

Skills

Knowledge of office procedures

Customer service skills

Prioritizing and organizing

Oral and written communication

Computer literacy

File and records maintenance

Office equipment operation

Vendor management basics

Education

High school diploma or equivalent

Tools

Office software

Job description

Administrative Assistant I - Point Mallard

Class Title Administrative Assistant I - Point Mallard

This position is responsible for providing administrative support for department operations.

Job Summary

This position is responsible for providing administrative support for department operations.

Major Duties

• Reviews departmental requisitions and purchase orders.

• Maintains up-to-date vendor list.
• Prepares bids for distribution.
• Checks-in incoming bids.
• Assists with bid openings and maintains record of bid results.
• Sends successful and unsuccessful bid notifications to bidders.
• Updates city intranet with current bids, contracts, and instructions.
• Maintains vendor registry.
• Assists in managing city purchasing and travel cards.
• Prepares employee training packets and assists with employee training.
• Performs related duties.

Minimum Qualifications

• Knowledge and level of competency commonly associated with completion of specialized training in the field of work, in addition to basic skills typically associated with a high school education.
• Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship or having had a similar position for one to two years.
• Knowledge of modern office practices and procedures.

• Knowledge of city and departmental policies and procedures.
• Knowledge of computers and job-related software programs.
• Skill in prioritizing and organizing work.
• Skill in the provision of customer services.
• Skill in the maintenance of files and records.
• Skill in the use of such office equipment as a computer, scanner, fax machine, and copier.
• Skill in oral and written communication.

Guidelines

• State laws and city and department policies and procedures. These guidelines are generally clear and specific but may require some interpretation in applicat.

Complexity/Scope of Work

• The work consists of related administrative duties. Frequent interruptions contribute to the complexity of the position.
• The purpose of this position is to provide administrative support for department operations. Successful performance contributes to the efficiency and effectiveness of those operations.

Contacts

• Contacts are typically with co-workers, other city employees, vendors, and the general public.
• Contacts are typically to give or exchange information, resolve problems, and provide services.

Physical Demands/Work Environment

• The work is typically performed while sitting at a desk or table. The employee occasionally lifts light objects.
• The work is typically performed in an office.

Supervisory and Management Responsibility

• None.