About the position
The City of Aiken is seeking a dedicated and organized Administrative Assistant to join the City Manager's Office. This full-time position plays a crucial role in ensuring the smooth operation of the office by performing a variety of administrative and clerical tasks. The Administrative Assistant will be responsible for greeting the public, answering phone calls, and providing assistance to visitors. This role requires a proactive individual who can manage multiple tasks efficiently and maintain a professional demeanor at all times. In addition to receptionist duties, the Administrative Assistant will coordinate with the City Clerk, Secretary, and Senior Workers to ensure adequate coverage of reception areas. Training of new staff in the operation of office equipment may also be required. The successful candidate will be skilled in typing and proofreading various documents, including correspondence, reports, and minutes from meetings. Attention to detail is essential, as the role involves composing and correcting documents based on written notes or verbal instructions. The Administrative Assistant will also provide support to various boards, committees, and commissions, which includes preparing agenda packets, scheduling meetings, and transcribing minutes. Building and maintaining cooperative relationships with other city departments, outside vendors, and the public is a key aspect of this position. The role requires the ability to handle citizen requests and complaints effectively, ensuring timely follow-up and resolution. Additional responsibilities include overseeing mail services, maintaining filing systems, assisting with budget preparation, and conducting research as needed. The Administrative Assistant will also monitor office supplies and manage inventory, ensuring that the office is well-stocked and organized. This position is vital for supporting the executive staff and ensuring that administrative details are managed efficiently, allowing for a focus on larger projects and initiatives.
Responsibilities
- Performs receptionist duties; greets public entering office and offers assistance.
- Answers telephone and takes messages, forwards to appropriate party, or responds to questions, concerns, or complaints from knowledge of departmental procedures.
- Coordinates with the City Clerk, Secretary, and Senior Workers to ensure adequate coverage of reception areas; trains workers in operation of equipment when requested.
- Types correspondence, speeches, proclamations, memoranda, reports, minutes, briefs, appeals, and other documents pertinent to the department from written notes, verbal instruction, or tape; proofreads and corrects documents.
- Composes letters, memoranda, reports, and procedures.
- Provides staff support to boards, committees and commissions as assigned.
- Develops and maintains cooperative relationships with other City departments, outside vendors, and the general public contacted in the course of work; attends meetings; prepares correspondence, minutes, and other documents as needed.
- Organizes, develops, and implements procedures for recording and filing various forms and reports; maintains filing systems; cross indexes and files documents and correspondence alphabetically, numerically, or by other designated classification.
- Receives and resolves citizen requests, problems, or complaints; works with division heads to resolve problems.
- Acts as receptionist to ensure expedient and accurate response to members of the public; ensures any needed follow-up is completed.
- Provides regular reports and/or updates of any inquiries received to City Manager's Office or other relevant department.
- Oversees mail services for the City; implements processes and directs staffing accordingly.
- Provides administrative support to various commissions and committees; prepares agenda packets; schedules and sets up room; attends meetings; tapes and transcribes minutes.
- Provides help to the City Clerk; files, indexes, and preserves all official records; conducts research with City archives and records for CMO and other departments upon request.
- Provides support in purchasing and accounting processes as directed (preparation and approval of requisitions, etc.).
- Assists with preparation of departmental budget as needed; types and assists in compiling monthly, annual, statistical, and related reports.
- Assists with special projects and events to relieve executive staff of administrative detail; monitors projects to completion to ensure accuracy and completion.
- Conducts and maintains an inventory of office supplies and stock; orders supplies as needed and requested.
- Sorts and routes incoming mail; processes outgoing mail.
- Makes copies of documents and reports; schedules and maintains calendars for City Manager's Office personnel.
- Performs other duties as assigned.
Requirements
- 5 years of experience in an administrative support role or similar position.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Strong organizational skills and attention to detail.
- Excellent verbal and written communication skills.
- Ability to manage multiple tasks and prioritize effectively.
- Experience in customer service and handling public inquiries.
Nice-to-haves
- Experience working in a government or municipal setting.
- Familiarity with office equipment and technology.
- Knowledge of city policies and procedures.
Benefits
- Full-time employment with a competitive hourly wage.
- Opportunity to work in a supportive and collaborative environment.
- Potential for career advancement within the City of Aiken.
