Administrative Assistant Senior - Parks & Recreation

City of Hoover; Patton Chapel (AL); On-site; USD 28,000 - 31,000; Full time

Job summary

City of Hoover is seeking an Administrative Specialist to support department operations in a fast-paced municipal environment. The starting pay range is $20.11 to $22.17 per hour, with adjustments based on experience.

The ideal candidate will have strong customer service and communication skills and proficiency in Microsoft Office. The role involves handling calls and inquiries, preparing reports and agendas, maintaining confidentiality, scheduling meetings, processing work orders and purchases,

Qualifications

• High School Diploma or GED and 3+ years in Administrative/ Clerical field
• Associate's Degree in Business, Accounting, or related field and 1+ year of Administrative/Clerical experience
• Bachelor’s Degree or higher in Business, Accounting, or related field
• Excellent internal and external customer service skills
• Excellent oral and written communication skills and organization
• Valid driver's license and ability to obtain/maintain City of Hoover Driver's Permit

Responsibilities

• Answers department telephone calls, email and website inquiries, greets visitors and provides information or refers callers to appropriate personnel
• Prepares presentations, reports, and agendas for high level meetings
• Maintains confidentiality of department information
• Efficient with Microsoft and other presentation software
• Schedules meetings and maintains online calendar
• Very creative and able to thrive in a fast paced environment
• Enters work orders and tracks progress, enters requisitions for purchase orders and track to completion, orders supplies and equipment
• General accounting and financial records management, handles inquiries and provides information about departmental services
• Performs data entry and word processing according to guidelines
• Transcribes or prepares letters, minutes, reports, and other materials
• Distributes written materials to staff
• Gathers, updates, and distributes department information, forms, and data
• Maintains departmental files and prepares correspondence and records
• Opens, sorts, and distributes incoming mail
• Provides clerical support to other staff
• Maintains project files
• Informs supervisor of progress and potential problems
• Responds to citizens' questions in a courteous manner
• Communicates with other departments to improve efficiency
• Performs other related duties as needed

Skills

Customer service

Communication

Organization

Microsoft Office

Education

High School Diploma or GED

Associate's Degree

Bachelor's Degree

Tools

Word

Excel

Outlook

Job description

Overview

Hiring Range : $20.11/Hour - $22.17/Hour

Starting salary may be adjusted depending on experience.

Qualifications

1. High School Diploma or GED equivalent and three (3) years or more of experience in Administrative, Clerical or related field

OR

Associate's Degree in Business, Accounting, or related field and one (1) year or more of experience in Administrative, Clerical or related field

OR

Bachelor’s Degree or higher in Business, Accounting, or related field

2. Excellent internal and external customer service skills;

3. Excellent oral and written communication skills and organization skills;

4. Experience using Microsoft Office Software to include Word, Excel, and Outlook;

5. Possession of a valid driver's license and the ability to obtain/maintain a City of Hoover Driver's Permit.

Responsibilities

• Answers department telephone calls, email and website inquiries, receives and greets visitors to the department, and provides information to callers and visitors or refers callers and visitors to other appropriate departments or City personnel;
• Prepares presentations, reports, and agendas for high level meetings;
• Capable of maintaining complete confidentiality of any and all department information;
• Efficient and fluent with Microsoft and other presentation software;
• Schedules meetings and maintains online calendar;
• Must be very creative and be able to thrive in a fast paced environment;
• Enters work orders and tracks progress, enters requisitions for purchase orders and track to completion, orders supplies and equipment;
• General accounting and financial records management, receives inquiries and provides information about departmental services;
• Performs data entry and word processing according to established guidelines as assigned;
• Transcribes or prepares letter, minutes, reports, and other related materials;
• Copies, packages, and distributes a variety of written materials as requested by other office personnel;
• Gathers, assembles, updates, and distributes a variety of department specific information, forms, records, and data as requested;
• Performs necessary procedures for the preparation and processing of departmental materials, including maintaining a variety of departmental files and preparing and typing correspondence, reports, and other related materials as assigned;
• Opens, sorts, and distributes incoming mail to appropriate personnel;
• Provides clerical support to other office personnel as requested;
• Maintains project files as required;
• Provides needed information and demonstrations concerning how to perform certain work tasks to new employees in the same or similar class of positions;
• Keeps immediate supervisor and designated others accurately informed concerning work progress, including present and potential work problems and suggestions for new or improved ways of addressing such problems;
• Responds to citizens' questions and comments in a courteous and timely manner;
• Communicates and coordinates regularly with appropriate others to maximize the effectiveness and efficiency of interdepartmental operations and activities;
• Performs other directly related duties consistent with the role and function of the classification.