Senior Administrative Assistant (Engineering)

City of Greenville; Greenville (NC); On-site; USD 36,000 - 48,000; Full time

Job summary

The City of Greenville is seeking an administrative and secretarial professional to support the Engineering department. You will prepare invoices, contracts, purchase orders, and help manage the department calendar and agendas for review.

Responsibilities include maintaining records, supporting budget entries, payroll inputs for the department, and coordinating meetings with internal and external partners, ensuring accurate and timely processing.

Qualifications

• An associate's degree or higher in business administration or a closely related field.
• Over three years of progressively responsible experience in office administration and/or providing administrative support to management staff.

Responsibilities

• Maintains calendar for the director and division heads; schedules monthly meetings; ensures meetings are attended by proper personnel.
• Maintains engineering records; processes incoming plans; purchases supplies; coordinates internal and external meetings.
• Inputs invoices for payments; enters contracts, purchase orders, and expense claims; assists with budget preparation entries.
• Enters and maintains Engineering Department Payroll.
• Maintains disaster records associated with labor, materials, and equipment for submittal to FEMA.

Skills

Office administration

Communication

Confidentiality

Attention to detail

Independent work

Education

Associate's degree in business administration

Tools

Office software

Job description

The purpose of this position is to perform responsible administrative and secretarial support for the Engineering department. This is accomplished by preparing invoices for payment, contracts and purchase orders; maintaining department calendar; ensuring plans, budget documents, and agenda items are prepared for review; serves on boards as required; and performs other duties as assigned.

FLSA Exemption Status: Non-exempt

• Maintains calendar for the director and division heads; schedules monthly meetings; and ensures meetings are attended by proper personnel.
• Maintains engineering records; processes incoming plans; purchases supplies; and coordinates internal and external meetings.
• inputs invoices for payments; enters contracts, purchases orders, and expense claims; and assists with budget preparation entries.
• Enters and maintains Engineering Department Payroll.
• Maintains disaster records associated with labor, materials, and equipment for submittal to FEMA.

Education and Experience:

• An associate's degree or higher in business administration or a closely related field; and
• Over three years of progressively responsible experience in office administration and/or providing administrative support to management staff.

Knowledge, Skills, and Abilities:
Knowledge of:

• Modern office practices, procedures, and methods, including the principles and procedures in creating and maintaining filing systems.
• Proper Business English, spelling, and grammar.
• Customer service principles and techniques.

Skilled in:

• The operation of assigned office equipment, including computers and various software packages.
• Communicating effectively to convey information.

Ability to:

• Maintain the confidentiality of personnel information.
• Work accurately with close attention to detail.
• Work independently within established procedures.
• Communicate verbally with customers in a face-to-face setting or by telephone, answering questions and handling issues with tact and courtesy.
• Work cooperatively with City officials, other employees, and the general public.

• Valid Driver's License
• Notary Public Commission required within 90 days of hire