Administrative Assistant II

City of Atlanta•Atlanta, GA

3d•Hybrid

About The Position

The Administrative Assistant II performs general administrative and clerical duties in support of a department director or coordinator. The role handles correspondence, records, reports, public requests, telephone calls, and visitor reception, and works under minimal supervision with discretion to set work sequence and pace within departmental processes. For the Parks & Recreation posting, the position provides clerical and operational support across office functions, including records and filing, course registrations and rosters, purchase requisitions, expense reports, incident-report research, Open Records requests, and coordination of office equipment repairs and building maintenance. The position follows the City’s hybrid work schedule policy as assigned by the Department of Human Resources Commissioner: at least four days per week in person at City worksites or facilities, with the option to work remotely one day per week subject to eligibility, departmental needs, and supervisor approval. The schedule may change to five days in person.

Requirements

High school diploma or equivalent.
Two years of experience.
Knowledge of administrative procedures and methods.
Communication skills for working with supervisors, staff members, and the general public.
Ability to compile, organize, prepare, and maintain records and reports.
Ability to perform the physical, lifting, and sensory requirements of the job; light lifting may require 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; 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; 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 resolves problems locating or recovering files and reports.
Attends meetings, seminars, and training sessions as required to stay knowledgeable about departmental operations and changing 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 phone calls and provides general support to visitors.
Enters data into various systems and produces and distributes correspondence, memos, letters, faxes, and forms.
Maintains contact lists for vendors, building maintenance, and others.
Assists with Open Records requests.
Maintains computer and manual filing systems for record keeping and CALEA compliance.
Creates and updates databases for courses and maintains course registrations via PowerDMS.
Requests and receives quotes and prepares purchase requisitions; submits and reconciles expense reports.
Creates and maintains course rosters to award credit to attendees and assists other units with maintaining their certification.
Coordinates office equipment repairs and building maintenance.
Generates reports.
Performs other duties as assigned.