Administrative Assistant I - Administration

Orange Beach, City of • City Hall, AL

1d • Onsite

About The Position

The Administrative Assistant I serves as the City’s primary receptionist and provides routine administrative, clerical, and customer service support to the Administration Department. This role requires effective communication in-person, via phone, and email with internal and external customers. The Administrative Assistant I is responsible for establishing effective office routines and procedures, referring visitors and callers to appropriate city staff, and may be assigned a variety of routine and non-routine tasks.

Requirements

• High school diploma or equivalent.
• Excellent interpersonal skills.
• Strong verbal and written communication skills.
• Efficient organizational and multitasking skills.
• A current and valid driver’s license.
• A current notary public or must be able to obtain and maintain a notary public certification.

Nice To Haves

• N/A

Responsibilities

• Serves as the first point of contact for the city, answering, screening, and forwarding telephone calls.
• Greets visitors, records and relays complex messages and appointments.
• Disseminates information via telephone, email, or hard copy.
• Documents and responds to complaints and requests for information or services.
• Serves as a liaison to resolve problems with external and internal customers.
• Relays messages, orders, and instructions to the public and other personnel.
• Receives, sorts, and assists with incoming and outgoing mail and deliveries.
• Posts public notices.
• Maintains schedules for meeting rooms and shared vehicles.
• Coordinates and schedules meetings, training, appointments, and facility use.
• Maintains records and filing systems.
• Creates and maintains databases.
• Issues parking passes to residents.
• Provides notary services.
• Utilizes a computer, applicable software, and standard office equipment.
• Maintains a welcoming, tidy, organized, and presentable lobby and front desk area.
• Performs purchasing responsibilities, including creating purchase orders, processing invoice payments, ordering and maintaining office supplies, receiving materials, verifying deliveries, and assisting with inventory.
• Cross-trains with other city staff and fills in for/assists other office support personnel.
• Assists with special events and projects.
• Makes suggestions to the supervisor for office improvement.
• Handles sensitive information confidentially.
• Maintains a highly professional attitude and demeanor.
• Provides responsible, appropriate, and satisfactory leadership.
• Communicates positively and professionally.
• Attends department meetings, City meetings, and professional development activities.
• Becomes familiar with and complies with pertinent state and national policies.
• Complies with City-wide, departmental policies, and state and federal laws.
• Ensures the positive promotion of the City.
• Is prompt and punctual.
• Performs other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED