Senior Administrative Assistant - City Attorney's Office

City of Fayetteville, North Carolina; Fayetteville (NC); On-site; USD 38,000 - 56,000; Full time

Job summary

The City of Fayetteville, North Carolina, is seeking a Senior Administrative Assistant to oversee and coordinate all administrative and clerical functions for the City Attorney's Office. This role involves handling confidential information, preparing reports, and supporting departmental budgets.

The position requires strong organizational and communication skills, the ability to act as a liaison with other City departments and the public, and supervision of clerical staff.

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.
• Please attach official graduation certificate(s) at time of application submission.

Responsibilities

• Oversee all administrative and clerical functions for the City Attorney's Office.
• Prepare comprehensive reports and assist in budget monitoring.
• Coordinate travel arrangements and manage calendars.
• Coordinate department activities, meetings, and events; liaise with other City departments, staff, outside agencies, and the public.
• Plan, organize, and prioritize administrative tasks; draft and edit documents including reports, correspondence, and meeting minutes; may take minutes at meetings.
• Assist in formulation and review of departmental budget and monitor expenditures; requisition supplies.
• Operate office equipment and maintain filing systems.
• Provide guidance and direction to clerical staff assigned to the unit; may train and evaluate personnel.

Skills

Office administration

Budget preparation

Calendar management

Customer service

Communication

Records management

Education

High School Diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

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.

Essential Duties & Responsibilities

• 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.
• Screen incoming mail for content and take appropriate action; review with supervisor as needed.
• 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.
• Schedule, arrange, and coordinate department activities, meetings, conferences, and various events; coordinate activities with other City departments, the public and outside agencies.
• 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.
• 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.
• Operate a variety of office equipment including copiers, facsimile machines and computers; input and retrieve data and text; organize and maintain filing.
• 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.
• Review, research and summarize a variety of fiscal, administrative and departmental information; process accounts receivables and payables.
• May administer payroll for the department; monitor leave balances.

Minimum Qualifications

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.

Required: LICENSING AND CERTIFICATIONS: 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

Health And Dental Insurance

The City of Fayetteville Employee Healthcare Benefit Plan provides comprehensive and affordable health and dental coverage while maintaining reasonable costs to employees. Coverage is available for all regular status employees scheduled to work 30 hours or more per week. Employees may also choose to cover eligible dependents. The premium is deducted on a pre-tax basis, with the City paying a portion of the premium. Qualifying employees are eligible for benefits on the 1st day of the month following 30 days of service.

Employer Paid Leave

Vacation Leave

Regular employees begin accruing vacation leave the first day of employment. Accruals are based on years of service and the number of hours an employee is scheduled to work.

Sick Leave

Regular employees begin accruing sick leave the first day of employment. Accruals are based on the number of hours scheduled to work; regular full-time employees accrue eight (8) hours per month. Sick leave hours accumulate without limits and may be used toward creditable service upon retirement from the NC Local Governmental Retirement System.

Holidays

The City of Fayetteville observes 12 paid holidays per calendar year. When Christmas day is on a Wednesday, an additional holiday is provided making for 13 paid holidays.

Bereavement

Regular employees are eligible for bereavement leave. The City will authorize 24 hours per calendar year to mourn or attend a funeral or memorial service of a family member.

Retirement

The City of Fayetteville assists employees in securing their financial future during retirement by participating in the NC Local Governmental Employees’ Retirement System, administered by the State of North Carolina. Regular employees scheduled to work 20 hours or more per week become members in the retirement system upon employment. As a member of this system, employees are required to contribute 6% of their gross salary on a tax-deferred basis.

Deferred Compensation Plans

To further assist employees in saving for retirement, the City offers two supplemental retirement savings programs. These programs enable regular full-time, and part-time employees working at least 20 hours per week, an opportunity to save a portion of their salary on a tax-deferred basis to supplement their retirement benefits. These programs are the NC 401(k) plan and NC 457 plan; both administered by Empower. The City currently contributes 4% of base salary to an eligible employee’s NC 401(k) account.

Cafeteria Plan / Supplemental Benefits

• > Flexible Spending Accounts (FSAs) – Healthcare and Dependent Care Reimbursement Accounts (pre-tax)
• > Short-Term and Long-Term Disability Insurance
• > Optional Life & Accidental Death & Dismemberment

Death Benefit

The first year an employee contributes to the retirement system, the City provides a death benefit of $3,000 once the employee is benefits eligible. After one year as a contributing member of the Retirement System, a death benefit is provided by the NC Retirement System that is equal to the highest 12 months’ salary in a row during the 24 months before death, no less than $25,000 and no more than $50,000. There is no cost to the employee for this benefit.

Pay Periods / Deduction For Benefits / Direct Deposit

City employees are paid bi-weekly (every other Friday). Benefit deductions are taken for 24 pay periods of the year. As an added convenience and safety measure, the City requires all new employees to sign up for direct deposit.

Employee Assistance Program

The EAP is available at no cost to all employees and their household members. The EAP provides confidential guidance on legal, financial and personal issues affecting your health, relationships and job.