Administrative Assistant Senior City Manager's Office (Open until filled)

Columbia; Columbia (TN); On-site; USD 35,000 - 50,000; Full time

Job summary

Columbia is seeking an Administrative Assistant to perform routine and non-routine clerical work with sound judgment and initiative. The role supports the City Manager and Assistant City Manager with essential admin tasks.

Responsibilities include greeting the public, routing information, managing records, preparing reports and invoices, and coordinating meetings and travel. Proficiency in Word, Excel, and basic office software is required.

Qualifications

• Knowledge of business English, spelling, and arithmetic.
• Proficiency in Microsoft Word and Excel.
• Experience with data entry and records management.
• Ability to interact with the public tactfully and professionally.

Responsibilities

• Greet the public and provide information in person or by phone.
• Route information to departments for verification.
• Prepare filing, maintain records, and generate routine reports.
• Schedule meetings and coordinate travel and calendars.
• Assist City Manager and Assistant City Manager with admin support.
• Prepare invoices for payment and issue purchase orders.

Skills

Business English

Office practices

Microsoft Office

Data entry

Education

Associate's degree

Tools

Microsoft Word

Microsoft Excel

Financial software

Job description

Description

JOB SUMMARY:

Performs a variety of routine and non-routine administrative and clerical work of a varied complexity and moderate complexity, which follows well-established procedures which require judgment in their execution. The work requires considerable initiative.

ESSENTIAL FUNCTIONS:

• Acting as a receptionist, providing a variety of information to the public either face-to-face or over the telephone, compiling information and preparing routine or standardized reports, letters, and memos; entering data or information into a personal computer (PC) in order to maintain and update records;
• Routes information to various divisions within the department for required information and verification;
• Prepares file folders for records systems; sorting and filing material alphabetically, numerically, and/or by other predetermined categories and retrieving filed material. Use Financial software to administer Department requests and reports
• Sorting and distributing mail to staff;
• Collating materials and running errands;
• Ability to organize and provide assistance and work at special events ;
• May check the work of others for accuracy and may assist in the training of others;
• Uses word processing software to produce documents, maintain records to provide accurate documentation of work performed or information that can be easily retrieved, creates and maintains complex filing systems or databases with a variety of subject matter to provide easy access to records and information, and communicates information to the public to relate departmental policies and procedures using reference materials or personal knowledge;
• Composes correspondence on routine matters; proofreading and editing documents, maintaining inventories, and requisitioning office supplies;
• Prepares and codes invoices for payment, prepares purchase orders request and P-Card recording;
• Maintains/coordinates calendars and makes meeting, facility, and travel arrangements; compiles information for special projects; and collects and assembles data and background materials for a variety of reports.
• Uses database and spreadsheet programs to produce summary reports and print tables of numerical information;
• Prepare, distribute minutes, back up for agenda, packets, and other support materials;
• Schedules and attends meetings and schedules facilities for meetings
• Support City Manager and the Assistant City Manager with administrative support
• Other duties as assigned

SECONDARY FUNCTIONS:

Performs other related duties as required

SUPERVISORY FUNCTIONS:

None.

Requirements

MINIMUM QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

KNOWLEDGE, SKILLS:

• Knowledge of business English, spelling, and arithmetic;
• Knowledge of modern office practices, procedures, and equipment;
• Knowledge of departmental policies, procedures, and regulations;
• Knowledge of record-keeping practices;
• Knowledge of computers and computer application software that at a minimum include Microsoft Office Suite products, including Word and Excel.

ABILITY:

• Ability to deal with co-workers and the public tactfully and courteously;
• Ability to respond appropriately to public inquiries and present a positive public image;
• Ability to take initiative and work independently;
• Ability to establish and maintain effective working relationships with management, other City employees, and the general public;
• Ability to maintain confidential information;
• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume;
• Ability to speak clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; participates in meetings;
• Ability to write clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively; able to read and interpret written information;
• Ability to follow instructions, respond to management direction; completes tasks on time or notifies appropriate person with an alternate plan;
• Ability to meet scheduling and attendance requirements.

CERTIFICATIONS, LICENSES, REGISTRATIONS:

None.

PREFERRED EDUCATION/OR EXPERIENCE:

Associate's degree (A.A.) or equivalent from two year-college or technical school; or two to three years related experience and/or training; or equivalent combination of education and experience.

PHYSICAL CONDITIONS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit and use hands to finger, handle, or feel. The employee is occasionally required to stand; walk; reach with hands and arms. Specific vision abilities required by this job include close vision, color vision, depth perception, and the ability to adjust focus.

WORKING CONDITIONS:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.