LEAD ADMIN ASSISTANT

City of Columbia; Columbia (SC); On-site; USD 32,000 - 42,000; Full time

Job summary

City of Columbia seeks a highly capable administrative assistant to provide secretarial and clerical support to the department, ensuring efficient office operations and professional public interactions.

The role involves scheduling, data gathering for reports, travel arrangements, meeting minutes, budgeting support, and coordination with other departments; requires strong Microsoft Office skills and a high school diploma.

Qualifications

• High school diploma or GED required.
• At least three years of relevant prior experience.
• Typing ability of 30 wpm (may be required).
• Proficiency with Microsoft Office.

Responsibilities

• Provides administrative and secretarial support to assigned supervisor, including scheduling and coordinating meetings and appointments.
• Evaluates office operations and suggests improvements for efficiency.
• Assists in planning and implementing department programs and services.
• Prepares routine and confidential reports and correspondence.
• Maintains filing system and assists with budgets and grants.
• Greet and assist visitors, handle phone calls and messages, and coordinate with other departments.

Skills

Administrative support

Customer service

Communication

Scheduling

Education

High school diploma or GED

Tools

Microsoft Office

Job description

This position provides highly responsible administrative, secretarial and clerical assistance in support of efficient and effective department operations, ensuring effective and efficient office operations; represents the City to the public and provide professional, courteous customer service at all times; and performs related duties as assigned. 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.

• Provides administrative and secretarial support to assigned supervisor, performing such duties as scheduling and coordinating meetings and appointments, researching and compiling data for reports and studies, composing and/or preparing routine and confidential reports and correspondence, making travel and accommodations arrangements for staff, etc.;
• Evaluates office operations and makes recommendations for changes in order to maintain office productivity and efficiency;
• Assists supervisor in planning and implementing various department programs, activities and services as assigned;
• Composes, prepares, types, copies, files, processes, mails and/or transmits various documents, which may include forms, correspondence, memos, presentation materials, reports, agreements, contracts, leases, press releases, etc.;
• Establishes and maintains the department’s filing system;
• Attends meetings; prepares meeting agendas and packets; prepares and distributes meeting minutes; provides administrative and clerical support to various committees, commissions and boards as required;
• May provide technical and clerical assistance in the preparation of assigned budgets; may assist in administering grants; may monitor expenditures, process invoices, reconcile accounts, and prepare related financial records and reports;
• Answers the telephone; provides accurate information to callers and/or forwards calls to appropriate personnel; takes messages as needed; greets and assists office visitors;
• Performs other routine clerical work, including but not limited to copying and filing documents, sending and receiving faxes, entering and retrieving computer data, preparing spreadsheets, assembling materials, ordering supplies, processing daily mail, maintaining lists and logs, etc.;
• 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;
• May provide leadership of assigned clerical staff; offers training, advice and assistance as necessary;
• May perform specialized duties peculiar to assigned department;
• Coordinates and/or participates in special projects as assigned;
• Attends staff, committee and City meetings as required; may represent supervisor at various meetings as requested;
• Attends training, meetings, seminars and/or workshops to enhance job knowledge and skills; and
• Performs other related duties as assigned.

MINIMUM REQUIREMENTS TO PERFORM WORK

• High school diploma or GED;
• Three (3) years of relevant prior experience;
• May be required to type 30 corrected wpm;
• Skill in the use of Microsoft Office;
• Valid South Carolina Class “D” Driver’s License.

• Knowledge of addition and subtraction, multiplication and division and/or calculating ratios, rates and percentages;
• 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 skilled work involving rules/systems with almost 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 clerical, manual or technical tasks prescribed by standard practices but which may require computation, the use of several procedures, and the use of independent judgments with obvious choices; requires normal attention for accurate results; 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.