ADMINISTRATIVE ASSISTANT

This classification will provide administrative and secretarial functions to division or department managers in support of departmental operations.

SPECIFIC DUTIES AND RESPONSIBILITIES

• Process various documentation associated with department/division operations within designated timeframes and per established procedures.
• Work with and assist administrative/clerical staff assigned to divisions or work units within the department to ensure uniform and cooperative work efforts.
• Maintain confidentiality of departmental documentation and issues.
• Provide secretarial/administrative support to management and assigned department/division staff.
• Assist management with routine administrative tasks.
• Screen telephone calls, mail, and other communications and initiate appropriate action/response.
• Type, compose, edit, or proofread correspondence on behalf of management staff.
• Record and/or transcribe correspondence, statements, minutes, or other information.
• Keep management informed of significant matters, messages, documentation, or other information.
• Maintain calendar/schedule of activities for assigned department/division.
• Schedule and confirm appointments, meetings, interviews, conferences, training, or other activities.

• Generate and maintain reports, documents, and logs.
• Conduct file maintenance and process requests for room rental as needed.
• Maintain, prepare, and organize a file system of various files/records for the assigned area.
• Conduct records maintenance activities in compliance with guidelines governing record retention.
• Research, compile, and/or monitor administrative or statistical data about department operations.
• Summarize data, perform routine data analysis, and prepare reports.
• Conduct research of department files, legal records, database records, electronic data sources, Internet sites, hardcopy materials, or other sources as needed.
• Answer telephone calls, greet visitors, and respond to requests for service/assistance.
• Ascertain the nature of business, direct callers/visitors to appropriate personnel, and record/relay messages.
• Process documentation for the department about financial reports and bookkeeping, purchase orders and requisitions, accounts receivable, personnel/payroll functions, and other administrative processes.
• Create invoices and forms and prepare bank deposits.
• Research discrepancies, assign proper accounting/budgetary codes, obtain proper signatures, and forward for payment.
• Assist management with budget planning and monitor expenses.
• Enter budget data into the computer.
• Any other duties as assigned.

• High School diploma is required.
• Two (2) years of experience in responsible secretarial, office administration (preferably in a municipal environment), customer service, and/ or record management experience.
• Possess and maintain valid State of Georgia Notary Public certification.