Administrative Assistant Ii( Human Resources)

City of Rocky Mount•Nc, NC

14h•Onsite

About The Position

The Administrative Assistant II coordinates activities and/or provides administrative support for an office which requires an understanding of complex processes, data, and/or operations of a department; creates and/or maintains associated documents and databases, arranges/coordinates meetings, special events; updates supervisor of critical issues/events; provides detailed responses to requests for information; reviews and updates administrative procedures; prepares and files required metrics and regulatory reports; and serves as administrative coordinator for annual budget process.

Requirements

High School Diploma or equivalent
Three (3) years of related experience
Or an equivalent combination of education and experience.
Knowledge of city programs, rules, and regulations.
Knowledge of technical legal requirements relating to the assigned department or program such as property taxes, child support, delinquent tax administration, etc.
Knowledge of business English, composition, grammar, spelling, punctuation, and arithmetic.
Knowledge of purchasing and payment procedures.
Knowledge of bookkeeping and budgetary principles and practices.
Skill in typing to complete 60 wpm accurately
Ability to take sufficient notes at a meeting to prepare and accurate record of events.
Ability to use a variety of hardware and software including but not limited to Microsoft Word, Excel, and Publisher as well as department specific systems.
Ability to apply new developments in office practices and remain informed on the director’s areas of responsibility to effectively communicate with people in contact with the director.
Ability to engage in and coordinate functions that require administrative skills, the ability to interpret and explain programs to others, and successfully achieve objectives.
Ability to establish and maintain effective working relationships with supervising personnel, co-workers, subordinates, representatives from all levels of government, civic organizations, business professionals and the public.
Ability to project a positive, concerned image to the public.
Ability to communicate effectively orally and in writing, including the ability to understand and follow complex written and oral directions.
Ability to maintain confidentiality sensitive files and records.

Nice To Haves

None

Responsibilities

Performs administrative and clerical functions for an individual position or a managerial group.
May supervise the work of other office staff, seasonal and/and/or temporary employees as assigned, providing guidance and direction as well as scheduling and monitoring the quality of work performed.
Performs a variety of complex, specialized administrative and clerical functions requiring the application of city and/or department policies and procedures and the exercise of standards.
Updates master files, orders supplies and forms.
Maintains a variety of files and records, prepares, and verifies all departmental invoices, processes bills for payment.
Records and manages all personnel absence and vacation records.
Ensures that office equipment is maintained properly.
Answers incoming inquiries both written, and otherwise.
Reviews pending correspondence, conducts analysis, takes appropriate action, and responds appropriately in a timely manner.
Arranges and manages all inter-office schedules and appointments.
Prepares, maintains, and files daily correspondence, reports, directives, and legal notifications.
Assists department director in budget preparation and daily control activities.
Collects data for the budget, checks expenses, maintains fiscal, time and personnel records for the department.
Maintains a variety of files and records.
Records financial transactions of the department.
Prepares and verifies all bills, processes bills for payment and submits to director for approval.
Allocates appropriate funds.
Acquires and maintains records of purchase orders.
Submits monthly report to Auditor.
Collects all fees and processes deposits.
Collects and summarizes data for special and periodic reports, updates master files, orders supplies and forms, prepares user policies regarding office procedures and operations for staff, writes and updates instructions, guidelines, and scheduled reports.
Exercises confidentiality in the performance of job duties, including knowledge of the content of personnel evaluations, organizational recommendations, legal documents, contracts, and comparable highly sensitive information.
Assures security of files.
Composes correspondence involving application of established policies and procedures.
Independently responds to correspondence of a routine nature.
Performs a variety of secretarial duties for a department director, including arranging meetings, booking travel and accommodations, and maintaining confidential files.
Receives, opens, logs, sorts, and distributes mail.
Screens telephone calls and answers requests for information or routes to appropriate staff.
Orders supplies, maintains equipment and supply inventory, arranges maintenance and/or repairs.
Maintains calendar, schedules appointments/meetings, schedules staff development and makes necessary appointment arrangements.
Collects, reviews, and submits employee time sheets to payroll department.
Scans and maintains document files.
Performs work at assigned location during specified business hours.
Performs related additional duties as required and assigned.