Administrative Support Specialist (Tourist & Event Center)

Havelock; Havelock (NC); On-site; USD 38,000 - 54,000; Full time

Job summary

The Havelock Tourist & Event Center seeks an administrative support professional to handle clerical tasks and support the department director and staff. This role emphasizes accurate records management, data entry, and timely communications.

Responsibilities include assisting with billing, payroll data, correspondence, and meeting coordination. The ideal candidate will have strong office practices, Excel familiarity, and the ability to work independently in a busy office environment.

Qualifications

• Thorough knowledge of office practices and procedures.
• Strong command of business English, spelling and arithmetic.
• Proficiency with computers and common software packages.
• Ability to take and transcribe meeting minutes accurately.

Responsibilities

• Creates and processes routine documents and reports for the department.
• Maintains personnel and payroll data, contract files and purchase records.
• May perform basic bookkeeping tasks such as journal entries and reimbursements.
• Handles mail routing and daily correspondence; supports staff travel arrangements.

Skills

Office administration

Minute taking

Public/customer service

Excel basics

Education

High school diploma or GED

Tools

MS Office Suite

Email/Calendar systems

Job description

Primary Reason Why Classification Exists

To perform varied secretarial, administrative, and general office support work for the Havelock Tourist & Event Center

Distinguishing Features of Class

An employee in this class serves as the principal (or only) administrative support person for a major operating department. Emphasis of the work is on clerical and administrative support functions for the department director and employees in the department. Work may include activities related to billing and collections, purchasing, payroll and time records of employees, customer service and general records management, employee relations, training employees on changes in policy or procedures, and other administrative support functions. Work is supervised by a department director or other management official and is evaluated on the basis of attainment of individual performance objectives, observation of work in progress, and feedback from other staff and the public. This classification is nonsupervisory although some individual positions may oversee the work of less senior clerical and administrative personnel.

• Creates and processes contracts, forms, memos, letters, reports, charts, minutes, policies, budgets, notices and announcements for the department
• Prepares and maintains personnel and payroll data, contract files, and purchase records and monitors expenditures; provides training to staff in department processes as required
• May perform bookkeeping duties such as journal entries and processing reimbursements
• Collects and routes daily mail, time cards, and payroll checks
• Serves as the custodian of records to ensure policies, ordinances, maps, schedules, fees, phone numbers and codes relating to the department are current
• Makes business appointments and travel arrangements for department staff; coordinates meetings, conferences, and interoffice functions; prepares travel requisitions, calculates refunds, expenditures and reimbursements
• Researches special and technical issues to complete special projects
• Collects and makes limited interpretation of data for records and produces reports
• May be assigned to maintain the department’s web page; posts routine new or updated information and links not requiring web-based technical expertise
• Communicates with the public, sales representatives and employees via telephone, email, and in person on a daily basis to provide or obtain information
• Operates common office equipment such as computers, printers, fax machines and copiers
• Performing related tasks as required

Knowledge, Skills and Abilities

• Thorough knowledge of office practices/procedures and equipment
• Thorough knowledge of business English, spelling and arithmetic
• Comprehensive knowledge of computers and various software packages
• Knowledge of the services and business practices of the department(s) to which assigned
• Ability to take and transcribe minutes of meetings accurately
• Ability to use modern office computer technology and related software; ability to make mathematical calculations and perform work assignment requiring the use spreadsheet software such as Excel (or equivalent)
• Ability to effectively communicate with the public including establishing and maintaining effective working relationships
• Ability to follow oral and written instructions
• Ability to acquire knowledge of the policies, procedures, and services of the department to which assigned; ability to make limited interpretations of policies and procedures within guidelines established by the department or City
• Ability to develop and maintain moderately complex records and prepare written or statistical reports from such records; ability to provide administrative support to other personnel in the department to which assigned or to other City departments when required
• Ability to work independently on responsible and confidential assignments

Education and Experience

Graduation from high school or GED equivalency and 3 - 5 years of responsible administrative support experience.

Special Requirements

Valid North Carolina driver license; a Notary Public may be required

Physical Requirements

Work in this class is generally sedentary in nature. Work requires the ability to see, hear, talk, and the physical ability to move about the office. Work requires dexterity in the hands for typing and operation of standard office equipment. Visual acuity is necessary to read handwritten and typewritten materials and operate a computer terminal. Hearing capability is required for greeting visitors in person or by phone. Vocal ability is required to interact with other employees to answer questions, provide services, or document requests as well as communicating with the public and officials.

Working Conditions

Work in this class is performed primarily in a normal office environment with adequate climate controls.