Administrative Assistant II - Environmental Services

Decatur; Decatur (AL); Hybrid; USD 32,000 - 45,000; Full time

Job summary

Decatur Environmental Services seeks an Administrative Assistant II to support department operations. The role focuses on timekeeping, reporting, and general office tasks in a busy municipal environment.

Responsibilities include handling calls, processing orders and invoices, maintaining records, and preparing correspondence. Strong computer skills and organizational ability are essential for success in this role.

Qualifications

• High school education plus specialized training in a related administrative field.
• Three or more years of relevant experience in an administrative/office role.
• Proficiency with Microsoft Word, Excel, and Outlook.
• Knowledge of office policies and procedures.

Responsibilities

• Prepares, calculates, and reviews timesheets; maintains vacation and sick leave; maintains attendance reports.
• Answers telephone and greets visitors; provides information and assistance; refers to appropriate personnel.
• Receives and forwards work orders for trash collection.
• Prepares and processes purchase orders; processes invoices for payment.
• Prepares a variety of regular and special reports.
• Maintains office supply inventory; reorders as needed.
• Prepares memoranda, letters, and other documents.
• Maintains files and records.
• Performs related duties.

Skills

Prioritizing work

Customer service

Files and records management

Office equipment handling

Oral and written communication

Education

High school diploma

Three+ years relevant experience

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Class Title Administrative Assistant II - Environmental Services

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

• Prepares, calculates, and review timesheets; maintains vacation and sick leave; maintains attendance reports.

• Answers telephone and greets visitors; provides information and assistance; refers to appropriate personnel.
• Receives and forwards work orders from the public for trash collection.
• Prepares and processes purchase orders; processes invoices for payment.
• Prepares a variety of regular and special reports.
• Maintains office supply inventory; reorders as needed.
• Prepares memoranda, letters, and other documents.
• Maintains files and records.
• 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 three or more years.
• Must be proficient in Microsoft Office Word, Excel, and Outlook.
• 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.

Supplemental Information

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 administrative and customer service 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 in an office setting.

Supervisory and Management Responsibility

• None.