ADMINISTRATIVE MANAGER

City of Columbia; Columbia (SC); On-site; USD 38,000 - 52,000; Full time

Job summary

The City of Columbia is seeking an administrative professional to support the Human Resources department in daily operations. The role focuses on professional customer service, data entry, reporting, and coordination with city staff and the public.

Responsibilities include answering phones, greeting visitors, assisting with budget preparation, scheduling, travel coordination, and responding to inquiries. A degree and two years of experience are required, with a valid SC driver's license.

Qualifications

• Bachelor’s degree in Business Administration or closely related field.
• Minimum of 2 years of relevant experience.
• Typing speed of 30 WPM with accuracy.
• Valid SC Driver’s License.

Responsibilities

• Plans, directs and coordinates all programs and operations in HR.
• Answer the telephone and provide accurate information or forward calls.
• Greet visitors and direct them to appropriate staff.
• Assist in budget preparation and maintain financial records and reports.
• Process mail and schedule meetings for department staff.
• Coordinate travel arrangements for department staff.
• Respond to inquiries from other City departments, agencies, organizations, professionals and the public.

Skills

Customer service

Communication

Administrative support

Education

Bachelor's degree in Business Administration

Tools

Microsoft Office Suite

Job description

This position performs a variety of financial, personnel, and administrative support to ensure efficient daily operations within the Human Resources department. The role represents the City to employees and the public and provides professional and courteous customer service at all times. The incumbent works within a general outline of work to be performed, and develops work methods and sequences under general supervision.

The work is considered sedentary in nature and involves walking or standing some of the time and involves exerting up to 10 pounds of force on a recurring basis or routine keyboard operations. The work requires the following physical abilities to perform the essential job functions: fingering, handling, hearing, mental acuity, repetitive motion, speaking, talking, visual acuity, and walking.

Work environment involves exposure to no known environmental hazards; and is safe and secure that may periodically have unpredicted requirements or demands.

• Plans, directs and coordinates all programs and operations in support of the Human Resources department;
• Ensures departmental compliance with applicable federal, state and local laws and regulations, City policies and procedures, and standards of quality and safety;
• Answers the telephone; provides accurate information to callers and/or forwards calls to appropriate personnel; takes messages as needed; greets and assists office visitors;
• Greets office visitors; directs visitors to appropriate staff, office, or City department and/or provides information and assistance as requested;
• Provides technical and clerical assistance in the preparation of assigned budgets; may assist in administering grants; may monitor expenditures, process invoices, reconcile accounts, transfer funds, and prepare related financial records and reports;
• Processes incoming and outgoing daily mail;
• Schedules meetings and appointments for department staff;
• Coordinates travel arrangements for department staff, as needed;
• Receives, researches and responds to inquiries, request for assistance and concerns from other City departments, agencies, organizations, professionals and the public; assists supervisor in coordinating department activities with those of other departments and agencies as appropriate;
• Processes employment verification requests;
• Evaluates office operations and makes recommendations for changes in order to maintain office productivity and efficiency;
• Receives, researches and responds to inquiries, requests for assistance and concerns from other City departments, agencies, organizations, professionals and the public; assists supervisor in coordinating department activities with those of other departments and agencies as appropriate;
• Coordinates and/or participates in special projects as assigned;
• Receives and responds to inquiries, concerns, complaints and requests for assistance regarding areas of responsibility;
• Performs general administrative / clerical work as required, including preparing reports and correspondence, entering and retrieving computer data, preparing spreadsheets, reviewing mail and literature, copying and filing documents, conducting and attending meetings, answering the telephone, etc.;
• Attends staff, committee and City meetings as required; may represent supervisor at various meetings as requested;
• Attends training, conferences, seminars, meetings, etc., to maintain job knowledge and skills; and;
• Performs other related duties as assigned.

MINIMUM REQUIREMENTS TO PERFORM WORK:

• Bachelor’s degree in Business Management or closely related field;
• Two (2) years of relevant prior experience;
• Required to type 30 corrected wpm;
• Valid South Carolina Class “D” Driver’s License.

• Knowledge of addition and subtraction, multiplication and division and/or calculating ratios, rates and percentages;
• Knowledge of personal computers and programs such as word processing software, spreadsheets and presentations;
• Ability to gather, organize, analyze, examine or evaluate data or information and may prescribe action based on such data or information;
• Ability to provide information, guidance or assistance to people to directly facilitate task accomplishment; may give directions or assignments to helpers or assistants;
• Ability to handle or use machines, tools or equipment requiring brief instruction or experience, such as computers for data entry, fax machines, copiers, telephones or similar equipment; may service office machines, including adding paper and changing toner;
• Ability to perform coordinating work involving guidelines and rules, with constant problem-solving;
• Ability to read technical instructions, procedures, manuals and charts to solve practical problems; composing routine reports and specialized reports, forms and business letters with proper format; speaking compound sentences using normal grammar and word form;
• Ability to perform specialized technical or entry-level professional work requiring general understanding of operating policies and procedures and their application to problems not previously encountered; application of specialized technical or professional principles and practices or the use of a wide range of administrative methods in the solution of problems; requires normal attention with short periods of concentration for accurate results and occasional exposure to unusual pressure; and
• Ability to guide others, requiring frequent decisions affecting co‑workers and others who depend on the service or product; works in a somewhat fluid environment with rules and procedures but with many variations from the routine.