Senior Administrative Assistant - City Attorney's Office

City of Fayetteville; Fayetteville (NC); On-site; USD 40,000 - 60,000; Full time

Job summary

The City of Fayetteville is seeking a Senior Administrative Assistant to oversee and coordinate all administrative and clerical functions for the City Attorney's Office.

This position will perform a wide variety of responsible, confidential, and complex technical and administrative duties for an assigned department, such as compiling technical information and preparing comprehensive reports, playing a key role in formulating and monitoring the department's budget, resolving highly complex or

Qualifications

• Five years of increasingly responsible experience in office support work.
• Equivalent to completion of the twelfth grade supplemented by specialized secretarial or office management training.
• Preferred: Notary Public.

Responsibilities

• Respond to inquiries from City staff, other agencies, and the public; determine nature of complaint and resolve or refer as appropriate.
• Screen incoming mail and take appropriate action; review with supervisor as needed.
• Serve as project assistant to the department director; maintain calendar; schedule appointments; coordinate travel.
• Schedule, arrange, and coordinate department activities, meetings, conferences, and events; coordinate with other departments and outside agencies.
• Plan and prioritize administrative tasks; compose/edit documents including reports, correspondence, minutes and agendas; may take minutes or represent the department in meetings.
• Formulate administrative budget and coordinate with Budget Analyst; assist in budget preparation and monitor expenditures; requisition supplies.
• Operate office equipment; input/retrieve data; maintain filing system.
• Provide guidance to clerical staff; train, motivate, evaluate staff; coordinate training; address deficiencies; implement discipline procedures.
• Review, research and summarize fiscal and administrative information; process accounts receivable/payable.
• May administer payroll; monitor leave balances.

Education

High school diploma or equivalent

Secretarial or office management training

Job description

The City of Fayetteville is currently recruiting for a Senior Administrative Assistant to oversee and coordinate all administrative and clerical functions of the City Attorney's Office. This position will perform a wide variety of responsible, confidential, and complex technical and administrative duties for an assigned department, such as compiling technical information and preparing comprehensive reports, playing a key role in formulating and monitoring the department's budget, resolving highly complex or sensitive customer inquiries and concerns, and performing similar duties; to represent assigned department; and to act as a liaison with other City departments, staff, outside agencies and the general public.

1. Respond to inquiries from City staff, other agencies, and the public in general; determine nature of complaint, resolve complaint requiring interpretation of policies and procedures and research of background information, and/or refer as appropriate.
2. Screen incoming mail for content and take appropriate action; review with supervisor as needed.
3. Serve as project assistant to the department director; maintain the director or division head's calendar of activities; schedule appointments and resolve conflicts; coordinate all travel arrangements.
4. Schedule, arrange, and coordinate department activities, meetings, conferences, and various events; coordinate activities with other City departments, the public and outside agencies.
5. Plan, organize and prioritize administrative tasks relating to the assigned office; compose and edit a variety of documents including comprehensive reports, general correspondence, minutes of meetings and agendas; may take minutes at meetings or represent the expressed interests of the department director in their absence in meetings.
6. Formulate administrative budget and review with the director or division head with justification in coordination with Budget Analyst; assist in the preparation of departmental budget and monitor expenditures; requisition supplies and materials as required.
7. Operate a variety of office equipment including copiers, facsimile machines and computers; input and retrieve data and text; organize and maintain filing.
8. Provide guidance and direction to clerical staff assigned to the various units of the department; may select, train, motivate, and evaluate departmental personnel, provide or coordinate staff training, work with employees to correct deficiencies, implement discipline procedures.
9. Review, research and summarize a variety of fiscal, administrative and departmental information; process accounts receivables and payables.
10. May administer payroll for the department; monitor leave balances.

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Please Note: Candidates selected for hire will be required to submit proof of education prior to a firm job offer being made. Therefore, to avoid delays in the hiring process, it is strongly recommended that you attach a copy of your official graduation certificate(s) from higher level institution(s) at the time of your application submission.

Experience: Five years of increasingly responsible experience in office support work.

Training: Equivalent to completion of the twelfth grade supplemented by specialized secretarial or office management training.

LICENSINGANDCERTIFICATIONS: Required: None.

Preferred: Commissioned by the State of North Carolina as a Notary Public.

From the time of closing, the selection process is anticipated to last approximately 4 - 6 weeks. The process will consist of a panel interview and skills testing including, but not limited to, Keyboarding, Intermediate Word and Excel, Outlook and Proofreading with the selected candidate being subject to a pre-employment drug screen, background check and driving history check.

An Equal Opportunity Employer