Office Manager

City of East Point; East Point (GA); On-site; USD 40,000 - 60,000; Full time

Job summary

City of East Point, Georgia seeks an experienced administrative assistant to support the Finance Director. The role involves managing confidential documents, coordinating meetings, directing visitors, and handling a busy filing system.

Applicants should have an Associate’s degree in Business Management or related field and at least five years of office experience. Strong communication and organizational skills are essential for success in this role.

Qualifications

• Associate’s degree in Business Management or related field required.
• Minimum five years of progressively responsible office experience.
• Knowledge of modern office practices and procedures.
• Ability to learn department rules, regulations, policies, and procedures.
• Excellent oral and written communication.
• Attention to detail and accuracy in records.
• Ability to handle multiple projects simultaneously.
• Ability to work independently.

Responsibilities

• Provide administrative and clerical support to the Finance Director.
• Greet and direct visitors to the appropriate department.
• Process mail, route to staff, and manage departmental correspondence.
• Schedule meetings and prepare minutes.
• Maintain filing systems and retrieve department records.
• Attend City meetings as required.
• Complete special projects as assigned.
• Perform other related duties as assigned.

Skills

Office practices

Oral and written communications

Attention to detail

Multitasking

Independent work

Public/customer service

Record keeping

Follow instructions

Team coordination with city staff

Time management

Education

Associate’s degree in Business Management

Tools

MS Office

Filing systems

Job description

This is skilled administrative and clerical work responsible for providing support to the Finance Director. Work involves public contact, maintaining a variety of complex records, and handling phone calls and meeting schedules for the Finance Director. Work is performed under the supervision of the Finance Director.

Please note:Failure to fully complete both the Work Experience and Education sections may result in your application being denied. To be considered for employment, all required sections must be completed in full.

Please do not enter “See Resume” in place of providing the requested information.

• Provides administrative support to the Finance Director; performs a variety of clerical and administrative functions for the department
• Greets and directs visitors to the appropriate department
• Receives, opens, date stamps mail for the department director and routes mail to appropriate department personnel, sending mails out departmental mail
• Schedule meetings
• Produces confidential reports, correspondence and other documents from notes, copies, verbal instructions and transcribes meeting minutes
• Files and retrieves materials and data from department computerized and manual filing systems; maintains the department's filing system
• Attends City meetings and functions as required by the Finance Director
• Completes special projects as assigned
• Performs other related duties as assigned.

Associate’s degree in Business Management or related field; minimum of five (5) years progressively responsible experience in office environment; equivalent combination of education and experience.

• Knowledge of modern office practices, methods, equipment, and standard clerical procedures
• Knowledge of or ability to learn the department's rules, regulations, policies, and procedures
• Knowledge of all municipal functions, contacts, and activities of various departments
• Skill in operating a computer
• Skill in oral and written communications
• Ability to learn, understand and apply the concepts, practices, and procedures of the department
• Attention to details
• Ability to handle several projects simultaneously
• Ability to understand and follow oral and written instructions quickly and accurately
• Ability to prepare clear and concise reports and maintain accurate records
• Ability to work independently
• Ability to establish and maintain effective working relationships with City employees and the public.

Supervisory Controls

Work is performed under the direct supervision of the Finance Director.

Guidelines

Guidelines include City and departmental policies and procedures and applicable ordinances.

Complexity

The work consists of a variety of administrative and clerical duties.

Scope and Effect

The purpose of this position is to support the efficient operation of the assigned department through coordination of a wide variety of administrative and clerical duties.

Personal Contacts

Contacts are typically with the Finance Director, co-workers, vendors, other City employees and the public.

Purpose of Contacts

Contacts are typically to give and exchange information and provide services.

Physical Demands

The work is typically performed with the employee sitting at a desk. The employee uses tools or equipment requiring dexterity.

Work Environment

The work is typically performed in an office.

Supervisory and Management Responsibility

None.