Administrative Assistant III / Public Utilities

Unified Government of Athens-Clarke County•Athens, GA

11d

About The Position

The Administrative Assistant III provides administrative, clerical, and computer support to the Public Utilities Department. The position supports departmental staff through correspondence and document preparation, payroll and financial processing, budget support, records and calendar management, communications, research, and coordination with government employees, the public, and other parties. The role also handles deadline-driven Open Records Requests and Sanitary Sewer Overflow reporting, maintains confidentiality in human resources and payroll matters, and may assist with training and supervising staff.

Requirements

High school diploma or equivalent and three years of secretarial, governmental bookkeeping, accounting, payroll processing, computer applications and training, or related experience; or an equivalent combination of education, training, and experience.
Must possess or be able to acquire Notary Public status.
Must possess a valid driver's license.
Knowledge of departmental operations and functions, office management, human resources practices, applicable laws and policies, organizational methods, and unified government budget processes and bookkeeping systems.
Proficiency with computers, job-related software, and modern office equipment.
Ability to communicate effectively verbally and in writing; prepare clear reports and documents; perform mathematical calculations; interpret personnel and financial reports; and apply regulations and procedures.
Ability to exercise independent judgment, set priorities, resolve problems, administer procedures, and monitor subordinate performance.
Ability to operate office machinery and perform sedentary work involving occasional exertion of up to 10 pounds, with walking, standing, bending, stooping, pushing, pulling, lifting, fingering, grasping, seeing, talking, hearing, and repetitive motions.
Regular and predictable attendance is required.
Must work cooperatively with others.
May be required to work on religious holidays.

Nice To Haves

Supervisory experience.
Associate's degree in business, accounting, secretarial science, or a related discipline.

Responsibilities

Create, proofread, and document correspondence and agenda reports for the Mayor and Commission, ensuring accuracy and timely submission.
Manage calendars for the Director and Assistant Directors and schedule building meeting rooms.
Communicate with internal and external consultants, senior management, and the Athens community.
Answer calls, provide information, and direct callers and visitors to appropriate personnel while maintaining professional office etiquette.
Serve as the Public Utilities Department's designated Open Records contact and process requests by their deadlines.
Manage Sanitary Sewer Overflow reports, including submissions to the Environmental Protection Division and legally required notifications.
Process payroll entries, timekeeping, and other confidential human resources documents and procedures.
Manage accounting and financial tasks, including invoicing, requisitions, credit card reconciliation, travel arrangements, and reconciliations.
Route documents requiring the Director's signature, track their progress, and ensure timely processing.
Assist with new employee evaluations.
Prepare, edit, copy, and type correspondence, memoranda, reports, and related materials; assist with administrative procedures, projects, and events.
Review, prioritize, and schedule work requests, facility usage, appointments, events, meetings, and conferences; maintain event calendars and arrange travel and accommodations when necessary.
Prepare and process travel reimbursements and related documents.
Research and provide information to staff, government employees, elected officials, and the public about governmental or departmental activities, programs, functions, policies, and events.
Represent the department on committees, boards, or in court proceedings when needed, including supplying information, testifying, or recording minutes.
Assist with departmental budget development; compile cost figures; maintain and monitor revenue, expenditure, billing, collection, and deposit records; make line-item transfers; maintain petty cash and account ledgers; and prepare reimbursement requests or tax reports as needed.
Serve as the department's fixed assets coordinator when assigned.
Inventory materials and equipment, assess needs, and order supplies or equipment.
Coordinate, process, review, submit, and verify bids, purchase orders, invoices, and payment authorizations.
Collect, enter, maintain, revise, and update information and certificates in computer, recording, filing, catalog, or library systems, and ensure data backups.
Greet visitors, determine the nature of their business, and assist or direct them to appropriate personnel.
Notarize official documents.
Attend training sessions, conferences, and seminars to stay current on applicable laws, policies, and procedures.
Assist with the training, orientation, and supervision of staff such as community service workers, administrative secretaries, interns, and temporary employees; assign work, counsel or discipline employees when necessary, and complete performance appraisals.
Perform other related duties as required.