Management Assistant U31

Louisville Metro Government; Louisville (KY); On-site; USD 32,000 - 52,000; Full time

Job summary

Louisville Metro Government is seeking an administrative support professional to assist an assigned department. This role operates with limited supervision, handling clerical duties and maintaining accurate records and communications.

The position requires a one-year business college program and at least three years of clerical or secretarial experience. You will contribute to routine program activities, prepare reports, and participate in meetings as needed.

Qualifications

• Completion of a one-year business college program.
• Three years of clerical or secretarial experience is required.
• Equivalency: an equivalent combination of education, training and experience may be substituted.

Responsibilities

• Provides administrative support to assigned department.
• Answers phone calls, provides information, takes messages and routes calls.
• Composes and mails routine correspondence.
• Enters, codes, stores, edits and retrieves database records and files.
• Files documents and maintains departmental manuals and records.
• Coordinates departmental office functions and clerical activities.
• Takes notes at meetings and prepares minutes.
• Compiles data and prepares complex departmental reports.

Skills

Phone etiquette

Minutes taking

Data entry

Record keeping

Correspondence

Organizational skills

Education

One-year business college program

Job description

Summary Objective The purpose of this position is to provide administrative support to assigned department. This class works independently, under limited supervision, reporting major activities through periodic meetings.

ESSENTIAL FUNCTIONS

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

• Prepares lists, records information on forms, completes, and processes standard forms, documents, and reports and corrects mistakes.
• Answers phone calls, provides information, takes messages, and routes calls.
• Composes and mails routine correspondence.
• Enters, codes, stores, edits, and retrieves database records and files.
• Files documents, and maintains departmental manuals, records, and files.
• Coordinates departmental office functions and clerical activities according to established procedures.
• Takes notes at meetings, prepares minutes, and represents supervisor at routine meetings
• Compiles data; calculates numbers and totals; and prepares complicated reports on department operations or activities assigned by manager.
• Types routine memorandums, reports letters, forms, and other documents.
• Assists in organizing clerical operations for routine program activities, develops standard forms and form letters, performs simple research, and completes other minor administrative projects.
• Performs related work as assigned.

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS:

• Completion of a one-year business college program.
• Three (3) years of clerical or secretarial experience.
• EQUIVALENCY: An equivalent combination of education, training. and experience may be substituted.

OTHER MINIMUM REQUIREMENTS:

• None.

PHYSICAL DEMANDS:

Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.

• Performs sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations.

UNAVOIDABLE HAZARDS (WORK ENVIRONMENT):

Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.

• None.

AMERICANS WITH DISABILITIES ACT COMPLIANCE

Louisville Metro Government is an Equal Opportunity Employer. ADA requires the Louisville Metro Government to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.

STANDARD CLAUSES

May be required to work nights, weekends, holidays and emergencies (man-made or natural) to meet the business needs of Louisville Metro Government.

This job description is not designed to cover or contain a comprehensive listing of essential functions and responsibilities that are required of an employee for this job. Other duties, responsibilities, and activities may change or be assigned at any time with or without notice.

ESSENTIAL SAFETY FUNCTIONS

It is the responsibility of each employee to comply with established policies, procedures and safe work practices. Each employee must follow safety training and instructions provided by their supervisor. Each employee must also properly wear and maintain all personal protective equipment required for their job. Finally, each employee must immediately report any unsafe work practices or unsafe conditions as well as any on-the-job injury or illnesses.

Every manager/supervisor is responsible for enforcing all safety rules and regulations. In addition, they are responsible for ensuring that a safe work environment is maintained, safe work practices are followed and employees are properly trained.