Administrative Assistant II (Development Services)

City of Rocky Mount•Nc, NC

20h•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. This role performs complex administrative and clerical functions for the Department of Development Services, applying department policies, procedures, and established standards. It provides administrative support to the Department Director and departmental staff, including scheduling meetings, maintaining calendars, preparing correspondence, arranging travel, and maintaining confidential records. Additionally, it offers administrative support for the Planning Board, Board of Adjustment, and Historic Preservation Commission, involving coordination and setup of meetings, distribution of materials, recording proceedings, preparing draft minutes, and maintaining official board records. The position serves as a primary administrative point of contact for the department, handling inquiries, screening calls, and routing matters. It composes routine correspondence and independently responds to inquiries based on established policies. The role involves maintaining departmental paper and electronic records, including scanning, filing, updating master files, and ensuring security and confidentiality. Financial and fiscal support functions include coding and processing expenditures, invoices, and bills, recording financial transactions, monitoring expenditures, processing deposits, maintaining purchase orders, and assisting with budget preparation and reporting. The position also collects, reviews, and submits employee timekeeping, leave, and attendance records, and maintains related personnel records. It involves ordering supplies, maintaining inventory, and coordinating equipment maintenance. Mail and communications are received, logged, sorted, and distributed. Data is collected, reviewed, and summarized for reports. Administrative procedures and guidelines are developed and maintained. The role may involve supervising assigned staff, providing direction, scheduling work, and monitoring performance. Confidentiality and discretion are exercised in handling sensitive information. Work is performed at the assigned location during specified business hours, with additional duties as required.

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 confidentially sensitive files and records.

Nice To Haves

None

Responsibilities

Performs complex administrative and clerical functions for the Department of Development Services, applying department policies, procedures, and established standards.
Provides administrative support to the Department Director and departmental staff, including scheduling meetings, maintaining calendars, preparing correspondence, arranging travel, and maintaining confidential records.
Provides administrative support for the Planning Board, Board of Adjustment, and Historic Preservation Commission, including coordinating and setting up meetings, distributing meeting materials, recording proceedings, preparing draft meeting minutes, and maintaining official board records.
Serves as a primary administrative point of contact for the department; receives and responds to inquiries, screens telephone calls, and routes matters to appropriate staff.
Composes routine correspondence and independently responds to correspondence involving established policies and procedures.
Maintains departmental paper and electronic records, including scanning, filing, updating master files, and ensuring the security and confidentiality of records.
Performs departmental financial and fiscal support functions, including coding and processing expenditures in accordance with established budgetary procedures, processing invoices and bills, recording financial transactions, monitoring expenditures, processing deposits, maintaining purchase orders, and assisting with budget preparation and reporting.
Collects, reviews, and submits employee timekeeping, leave, and attendance records and maintains related personnel records.
Orders supplies and forms, maintains inventory, and coordinates the maintenance and repair of office equipment.
Receives, logs, sorts, and distributes incoming mail and other departmental communications.
Collects, reviews, and summarizes data for departmental, periodic, and special reports.
Develops and maintains administrative procedures, instructions, guidelines, and schedules related to departmental office operations.
May supervise assigned office, seasonal, or temporary staff, including providing direction, scheduling work, and monitoring performance.
Exercises appropriate confidentiality and discretion in handling personnel, legal, financial, contractual, and other sensitive information.
Performs work at the assigned location during specified business hours.
Performs related additional duties as required and assigned.