Administatrive Assistant III

City of Gulfport•Gulfport, MS

1d•$35,488 - $35,488•Onsite

About The Position

The Administrative Assistant III provides general clerical support to the department such as drafting correspondence, scheduling appointments, organizing and maintaining files, and addressing and assisting with the needs of visitors and callers.

Requirements

Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
Familiarity with stenography and transcription, and designing forms as required by the Department.
Knowledge of principles and processes for providing customer and personal services including customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
Knowledge of electronic equipment and computer hardware and software, including proficiency with Microsoft Word, Power Point, and Excel and knowledge of other software as needed by the Department.
Must be able to demonstrate a typing skill of type 50 words per minute.
Graduate from an accredited two or four year university including coursework with a clerical or business emphasis.
5+ years prior clerical experience is required.
Must possess a valid Mississippi Driver's License.

Responsibilities

Attends meetings in order to transcribe minutes.
Coordinates and direct office services, such as records and budget preparation, personnel, and housekeeping, in order to aid managers, department directors, and executives.
Assists managers, department directors, and executives with special projects as requested.
Manages and maintains manager’s and director’s schedules.
Prepares reports, memos, letters and other documents, using word processing, spreadsheet, database, or presentation software.
Reads and analyzes incoming memos, submissions, and reports to determine their significance and plan their distribution.
Operates office equipment such as fax machines, copiers, and phone systems, and computers.
Answers telephones and gives information to callers, take messages, or transfer calls to appropriate individuals.
Greets visitors and callers, handles their inquiries, and directs them to the appropriate persons according to their needs.
Organizes and maintains paper and electronic filing systems for records, correspondence, and other material.
Locates and attaches appropriate files to incoming correspondence requiring replies.
Opens, reads, routes, and distributes incoming mail and other material, and prepare answers to routine letters.
Completes forms in accordance with company procedures.
Makes copies of correspondence and other printed material.
Reviews work done by others to check for correct spelling and grammar, ensures that company format policies are followed, and recommends revisions.
Composes, types, and distributes meeting notes, routes correspondence, and reports.
Performs other duties as assigned.