Administrative Assistant Senior - Parks & Recreation

City of Hoover•Hoover, AL

2d•$20 - $36

About The Position

The Senior Administrative Assistant supports the Parks & Recreation department with administrative, clerical, customer service, and general accounting tasks. The role handles communications with callers, visitors, and citizens; prepares departmental materials and presentations; maintains schedules, records, and project files; and provides clerical support to office personnel. The position requires confidentiality, organization, creativity, and the ability to work in a fast-paced environment.

Requirements

High school diploma or GED equivalent and at least three years of experience in an administrative, clerical, or related field; or an associate degree in business, accounting, or a related field and at least one year of relevant experience; or a bachelor's degree or higher in business, accounting, or a related field.
Excellent internal and external customer service skills.
Excellent oral and written communication and organizational skills.
Experience using Microsoft Office software, including Word, Excel, and Outlook.
Valid driver's license and ability to obtain and maintain a City of Hoover Driver's Permit.

Responsibilities

Answer department telephone calls, email, and website inquiries; greet visitors; provide information or refer inquiries to appropriate departments or City personnel.
Prepare presentations, reports, and agendas for high-level meetings.
Maintain confidentiality of department information.
Use Microsoft and other presentation software.
Schedule meetings and maintain the online calendar.
Enter work orders and track their progress; enter purchase requisitions and track them to completion; order supplies and equipment.
Maintain general accounting and financial records and provide information about departmental services.
Perform data entry and word processing according to established guidelines.
Transcribe or prepare letters, minutes, reports, and related materials.
Copy, package, and distribute written materials as requested by office personnel.
Gather, assemble, update, and distribute department-specific information, forms, records, and data.
Prepare and process departmental materials, maintain departmental files, and prepare and type correspondence, reports, and related materials.
Open, sort, and distribute incoming mail to appropriate personnel.
Provide clerical support to other office personnel as requested.
Maintain project files as required.
Provide information and demonstrations to new employees in the same or similar class of positions on how to perform work tasks.
Keep the immediate supervisor and designated others informed about work progress, potential or current problems, and suggestions for improvements.
Respond to citizens’ questions and comments courteously and in a timely manner.
Communicate and coordinate regularly with appropriate others to support effective and efficient interdepartmental operations and activities.
Perform other directly related duties consistent with the role and function of the classification.