Senior Administrative Assistant - City Attorney's Office

City of Fayetteville, NC; Fayetteville (NC); On-site; USD 42,000 - 64,000; Full time

Job summary

The City of Fayetteville is seeking a Senior Administrative Assistant to oversee and coordinate all administrative and clerical functions of the City Attorney's Office. The role involves handling confidential duties, preparing reports, assisting with the department budget, and acting as liaison with City departments and the public.

Ideal candidates have five years of progressive office support experience, a high school diploma or equivalent, and may be commissioned as a Notary Public.

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

Responsibilities

• Respond to inquiries from City staff, other agencies, and the public; determine nature of complaint, resolve complaint 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; manage calendar; schedule appointments and resolve conflicts; coordinate travel arrangements.
• Schedule, arrange, and coordinate department activities, meetings, conferences, and events; coordinate with other City departments, the public and outside agencies.
• Plan, organize and prioritize administrative tasks; prepare comprehensive reports, general correspondence, minutes and agendas; may take minutes or represent the department director in meetings.

Education

High school diploma or equivalent

Job description

to meet some of the City’s “CAN DO” employees.

INCOMPLETE APPLICATIONS WILL NOT BE PROCESSED.
A RESUME WILL NOT BE CONSIDERED IN DETERMINING YOUR QUALIFICATIONS FOR THIS POSITION.

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