Administrative Assistant II - Information Systems

Decatur; Decatur (AL); Hybrid; USD 32,000 - 46,000; Full time

Job summary

City of Decatur Information Systems is seeking an Administrative Assistant II to provide essential clerical support to the department. The role involves front desk duties, document handling, data entry, and accurate record keeping to support daily operations.

Responsibilities include processing payroll information and reports, invoices, purchase orders, budget assistance, password resets, user training support, and handling routine IT and cable/phone inquiries for the public.

Qualifications

• High school diploma or equivalent; specialized training common.
• 1–2 years experience in a similar administrative role.
• Proficient in Word, Excel, PowerPoint and Outlook.
• Knowledge of office practices, city policies and software programs.
• Knowledge of Active Directory and document management systems.
• Knowledge of work order systems and help desk software.
• Strong verbal and written communication skills.

Responsibilities

• Answer phones, greet visitors, direct calls, and provide documents.
• Respond to email and other correspondence.
• Enter payroll information, prepare payroll reports, and track leave balances.
• Process invoices for payment and balance purchase card transactions.
• Maintain network permissions, roles, and groups.
• Assist in training computer end users and with trouble tickets.
• Manage copier contracts and prepare purchase orders.
• Assist in budgeting and preparing budget reports.
• Maintain department files, records and software renewals.
• Reset passwords and assist the public with cable/phone issues.
• Perform related duties.

Skills

Prioritization

Customer service

Communication

Organizational skills

Problem solving

Tools

Microsoft Office

Active Directory

Document management systems

Work order systems

Help desk software

Job description

Class Title Administrative Assistant II - Information Systems

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

• Answers telephone and greets visitors; provides information and assistance; directs calls; provides copies of requested documents.
• Forwards and/or responds to email and other correspondence.
• Enters department payroll information; prepares payroll reports; maintains leave balances.
• Processes invoices for payment.
• Balances purchase card transactions.
• Assists in maintaining network permissions, roles, and groups.
• Assists in training computer end users.
• Assigns and assists with trouble tickets.
• Manages city copier contracts.
• Prepares purchase orders.
• Assists in managing the department budget and in preparing budget reports.
• Maintains department files and records.
• Maintains software maintenance renewals.
• Resets passwords.
• Assists the public with cable/phone line issues.
• 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.
• Must be proficient in Microsoft Office products including Word, Excel, PowerPoint 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.
• Knowledge of Microsoft Active Director.
• Knowledge of document management systems.
• Knowledge of work order systems.
• Knowledge of help desk software.
• 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 or while intermittently sitting, standing, walking, or stooping. The employee frequently lifts light objects.
• The work is typically performed in an office.

Supervisory and Management Responsibility

• None.