Administrative Assistant II - Community Development

Decatur; Decatur (AL); Hybrid; USD 38,000 - 48,000; Full time

Job summary

The City of Decatur, Alabama, is seeking an Administrative Assistant II for Community Development to provide mid to advanced level secretarial and clerical support for department operations. The role requires strong organizational skills, proficiency with Microsoft Office, and excellent customer service to help residents and colleagues effectively.

Basic accounting and payroll assistance may be required. This frontline role coordinates calendars, processes documents for council agendas, and

Qualifications

• Ability to read, write and perform mathematical calculations at a level commonly associated with the completion of high school or equivalent.
• Post high school courses or specialized training in business or office administration preferred.
• 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 3 years.
• Must be proficient with computers, including Microsoft office products such as Outlook, Word, Excel and Adobe, as well as other departmental systems or software programs.
• Knowledge of modern office practices and procedures.
• Knowledge of city and departmental policies and procedures.
• Knowledge of computers and job-related software programs.
• Knowledge of customer service principles.
• Skill in prioritizing and organizing work.
• Skill in the provision of customer services.
• Skill in the maintenance of files and records.
• Skill in oral and written communication.

Responsibilities

• Answers calls and greets visitors; provides information and assistance; takes messages; refers to appropriate personnel.
• Faxes, scans, and copies documents.
• Prepares outgoing mail; distributes incoming mail.
• Updates and maintains files.
• Types documents for signatures.
• Sets up new property files.
• Prepares documents for the City Council agenda.
• Receives payments for weed abatements.
• Assists with preparing purchase orders and paying invoices.
• Assists with entering payroll.
• Makes appointments and maintains calendar.
• Assists with demolition bid openings.
• Performs related duties.

Skills

Prioritizing and organizing work

Customer service

Oral and written communication

Microsoft Office

Outlook

Word

Excel

Education

High school diploma or equivalent

Office administration training preferred

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Adobe

Job description

Administrative Assistant II - Community Development

Class Title Administrative Assistant II - Community Development

This position is responsible for providing mid to advanced level secretarial and clerical support for assigned department functions.

Job Summary

This position is responsible for providing mid to advanced level secretarial and clerical support for assigned department functions.

Major Duties

• Answers calls and greets visitors; provides information and assistance; takes messages; refers to appropriate personnel.
• Faxes, scans, and copies documents.
• Prepares outgoing mail; distributes incoming mail.
• Updates and maintains files.
• Types documents for signatures.
• Sets up new property files.
• Prepares documents for the City Council agenda.
• Receives payments for weed abatements.
• Assists with preparing purchase orders and paying invoices.
• Assists with entering payroll.
• Makes appointments and maintains calendar.
• Assists with demolition bid openings.
• Performs related duties.

Minimum Qualifications

• Ability to read, write and perform mathematical calculations at a level commonly associated with the completion of high school or equivalent. Post high school courses or specialized training in business or office administration preferred.

• 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 3 years.
• Must be proficient with computers, including Microsoft office products such as Outlook, Word, Excel and Adobe, as well as other departmental systems or software programs.
• Knowledge of modern office practices and procedures.
• Knowledge of city and departmental policies and procedures.
• Knowledge of computers and job-related software programs.
• Knowledge of customer service principles.
• Skill in prioritizing and organizing work.
• Skill in the provision of customer services.
• Skill in the maintenance of files and records.
• Skill in oral and written communication.

Guidelines

• City and department policies and procedures. These guidelines are generally clear and specific, but may require some interpretation in application.

Complexity/Scope of Work

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

Contacts

• Contacts are typically with co-workers, other city employees, 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 or while intermittently sitting, standing, bending, crouching, or stooping.
• The work is typically performed in an office.

Supervisory and Management Responsibility

• None.