Administrative Assistant II

City of Atlanta•Atlanta, GA

4d•Hybrid

About The Position

The Administrative Assistant II performs general administrative and clerical duties in support of a department director or coordinator. Work includes preparing, reviewing, disseminating, and filing routine correspondence, documents, and reports; assisting the public, public officials, and City personnel; answering telephones; and greeting visitors. The position works under minimal supervision and may set its own work sequence and pace within departmental processes and limitations. The role supports Parks & Recreation office and divisional operations through records and data management, public service, purchasing and expense administration, course registration and roster support, and coordination of office equipment repairs and building maintenance. The schedule follows the City’s hybrid work policy as assigned: at least four days per week at City worksites or facilities, with the option of one remote day per week subject to eligibility, departmental needs, supervisor approval, and possible change to five in-person days.

Requirements

High school diploma or equivalent.
Two years of experience.
Knowledge of administrative procedures and methods.
Communication skills for interacting with supervisors, staff members, and the general public.
Ability to compile, organize, prepare, and maintain a variety of records and reports.
Ability to meet the physical, lifting, and sensory requirements of the job; light work involving exerting up to 20 pounds occasionally and/or up to 10 pounds to move objects.

Nice To Haves

Associate’s degree in Business Administration or a related field.
Two years of experience in a progressively responsible clerical role.

Responsibilities

Performs receptionist, general administrative, and clerical duties.
Opens, sorts, and distributes incoming mail and prepares and deposits outgoing mail.
Staffs the office unless otherwise directed and substitutes for coworkers during temporary absences.
Maintains office supplies and inventory and orders items for restocking.
Handles routine requests for information, records, and resources, and provides clerical support for the division.
Receives, reviews, routes, and processes forms, requests, reports, files, records, and documents from the public and other departments.
Researches and locates records using computer systems or manual methods and helps resolve problems finding or recovering files and reports.
Attends meetings, seminars, and training sessions as required to stay knowledgeable about departmental operations and current policies, codes, and laws.
Uses independent judgment in routine situations.
Provides guidance and training to lower-level employees, interns, and temporary employees as required.
Researches and tracks incident reports for victims.
Photocopies documents and reports for staff distribution and orders unit supplies.
Answers and directs telephone calls and provides general support to visitors.
Enters data into various systems and produces reports.
Prepares and distributes correspondence, memos, letters, faxes, and forms.
Maintains contact lists for vendors, building maintenance, and related contacts.
Assists with Open Records requests.
Maintains computer and manual filing systems for record keeping and CALEA compliance.
Creates and updates databases for courses and other purposes; maintains course registrations via PowerDMS and creates and maintains course rosters to credit attendees.
Requests and receives quotes, prepares purchase requisitions, and submits and reconciles expense reports.
Assists other units with maintaining their certification.
Coordinates repairs to office equipment and building maintenance.
Performs other duties as assigned.