Administrative Assistant Senior CM

City of Columbia • Columbia, TN

2d

About The Position

JOB SUMMARY:

The Senior Administrative Assistant provides a high-level of organized administrative support to the Director of the Department or Department Supervisors performing a variety of highly skilled administrative duties to an assigned Director, Assistant Director and Supervisors. Provides Administrative support, customer service, and scheduling skills to Director and other staff members of the Department.

ESSENTIAL FUNCTIONS:

Provides a variety of information to the general public either face-to-face or over a telephone; compiles information and prepares routine or standardized reports, letters, and memos; enters data or information into various databases in order to maintain and update records;

Communicate with people inside and outside the organization, professionally representing the department to our business partners, customers, the public, and other external sources. The information can be exchanged in person, in writing, or by telephone or e-mail.

Collects requested data and information from various sources including email and other correspondence, meeting minutes and records, and other documents; prepares summaries of findings and/or other related written correspondence as requested.

Coordinate office services, such as records, departmental finances, and budget preparation. Responsible for new hire administrative assistant training upon request from Director;

Routes information to various divisions within the department for required information and verification; Maintain logs and records as needed for the department.

Prepare, monitor and maintain records systems; sorting and filing material alphabetically, numerically, and/or by other predetermined categories and retrieving filed material; Reproducing documents/materials on copy equipment;

Coordinates and schedules travel, meetings, and appointments;

Maintaining office supplies and coordinating equipment maintenance, and handling packages and correspondence;

Serve as backup and assist other administrative assistants in the department; Assist in the training of new hires and other employees;

Assisting with set up for special events and /or programs;

Prepares and codes invoices for payment, prepares purchase orders;

Prepares agendas for Executive Secretary and City Attorney approval

Other duties as assigned.

SECONDARY FUNCTIONS: Performs other related duties as required

SUPERVISORY FUNCTIONS: None.

Requirements

• Knowledge of business English, spelling and arithmetic
• Knowledge of strong computer and computer application skills that at a minimum include Microsoft Office Suite products including Word and Excel.
• Knowledge and proficient in the software related to the department
• Knowledge of principles and processes for providing customer and personal services. This includes 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 administrative and office procedures and systems
• Ability to deal with co-workers and the general public tactfully and courteously
• Ability to respond appropriately to public inquiries and present a positive public image
• Ability to take initiative and work independently
• Ability to organize and provide assistance and work at special events
• Ability to establish and maintain effective working relationship with management, other City employees, and the general public
• Ability to maintain confidential information
• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume
• Ability to speak clearly and persuasively in positive or negative situations
• Listens and gets clarification
• Responds well to questions
• Participates in meetings
• Ability to write clearly and informatively
• Edits work for spelling and grammar
• Varies writing style to meet needs
• Presents numerical data effectively
• Able to read and interpret written information
• Ability to follow instructions, responds to management direction
• Completes tasks on time or notifies appropriate person with an alternate plan
• Ability to meet scheduling and attendance requirements
• Associate's degree (A.A.) or equivalent from two year-college or technical school; or one year to two years related experience and/or training; or equivalent combination of education and experience.

Nice To Haves

• Associate's degree (A.A.) or equivalent from two year-college or technical school; or two to three years related experience and/or training; or equivalent combination of education and experience.

Responsibilities

• Provides a variety of information to the general public either face-to-face or over a telephone
• Compiles information and prepares routine or standardized reports, letters, and memos
• Enters data or information into various databases in order to maintain and update records
• Communicate with people inside and outside the organization, professionally representing the department to our business partners, customers, the public, and other external sources
• Collects requested data and information from various sources including email and other correspondence, meeting minutes and records, and other documents
• Prepares summaries of findings and/or other related written correspondence as requested
• Coordinate office services, such as records, departmental finances, and budget preparation
• Responsible for new hire administrative assistant training upon request from Director
• Routes information to various divisions within the department for required information and verification
• Maintain logs and records as needed for the department
• Prepare, monitor and maintain records systems
• Sorting and filing material alphabetically, numerically, and/or by other predetermined categories and retrieving filed material
• Reproducing documents/materials on copy equipment
• Coordinates and schedules travel, meetings, and appointments
• Maintaining office supplies and coordinating equipment maintenance, and handling packages and correspondence
• Serve as backup and assist other administrative assistants in the department
• Assist in the training of new hires and other employees
• Assisting with set up for special events and /or programs
• Prepares and codes invoices for payment, prepares purchase orders
• Prepares agendas for Executive Secretary and City Attorney approval
• Other duties as assigned
• Performs other related duties as required

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree
• Number of Employees: 1-10 employees