Administrative Assistant (Special Events)

Town of Dumfries; Dumfries (VA); On-site; USD 35,000 - 55,000; Full time

Job summary

Town of Dumfries is seeking a professional administrative staff member to support the department director and staff with clerical tasks, event coordination, and public-facing duties.

You will draft documents, prepare presentations, manage calendars, handle purchasing and deposits, and provide excellent customer service for town events.

Proficiency in Microsoft Office (PowerPoint, Excel, Word) is required to create reports and materials.

Qualifications

• Drafts and/or types materials, memoranda, correspondence, reports, agreements, presentations, overheads, manuals, forms, and other documents.
• Proofreads materials for accuracy, completeness, and compliance with Town standards, policies, and procedures.
• Performs program and event logistics and assists in setup/teardown of Town events.
• Maintains filing systems; schedules meetings and events; data entry and spreadsheet maintenance; processes purchasing transactions.
• Prepares presentations with maps, graphs, and charts; orders supplies and maintains inventory.
• Uses Microsoft Office Suite to schedule meetings and prepare correspondence and reports for the department director.
• Responds to routine and sensitive inquiries by phone or in person; interprets Town policies as appropriate.
• Maintains inventory and orders equipment, materials and supplies.

Responsibilities

• Provide skilled clerical and specialized administrative support for department director and staff.
• Drafts and/or types materials, memoranda, correspondence, reports, agreements, presentations, overheads, manuals, forms, and other documents.
• Assist in the preparation of event promotional materials.
• Maintain filing systems; schedule meetings and events; data entry and spreadsheet maintenance; process purchasing transactions.

Tools

Microsoft Office Suite

PowerPoint

Excel

Word

Job description

General Description

The purpose of this job within the organization is to perform a variety of responsible professional administrative work and special events support functions for the department director and staff. Public contact may be frequent and is an important part of the job.

Duties and Responsibilities

The functions listed below are those that represent the majority of the time spent working in this job. Management may assign additional functions related to the type of work of the job, as necessary.

Essential Functions:

Provide skilled clerical and specialized administrative support for department director and staff. Drafts and/or type materials, memoranda, correspondence, reports, agreements, presentations, overheads, manuals, forms, and other documents. Assist in the preparation of event promotional materials.

Responsible for proofreading and checking typed and other materials for accuracy, completeness, and compliance with Town standards, policy, and procedures while also ensuring that materials, reports, and documents for signature are accurate and complete.

Perform program and event logistics. Assist in the set-up and close-down of all Town special events to include moving chairs, tables, and other light equipment. Provide customer support, to include providing specialized program information.

Maintain filing systems; schedule meetings and events; data entry and spreadsheet maintenance; process purchasing transactions. Collect fees, prepare receipts, complete routine deposit forms, and perform other related monetary functions.

Preparing presentations that may include maps, graphs, and charts; and ordering and maintaining supplies.

This position is expected to use all Microsoft Office Suite software in a highly efficient manner in order to schedule meetings and prepare correspondence and reports for the department director using Microsoft Office applications (Power point, Excel, Word).

Responds to routine and sensitive complaints and requests for information on the phone and in person or refers inquiries to departmental staff as appropriate; may interpret Town policies and procedures as appropriate.

Maintains inventory and orders necessary equipment, materials and supplies for the office.