Administrative Assistant (Open until filled)

City of Columbia•Columbia, TN

11d

About The Position

Job Summary: Performs a variety of routine and non routine administrative and clerical work of limited complexity and moderate complexity, which follows well established procedures which require judgment in their execution. The work requires considerable initiative. Essential Functions: Acting as a receptionist, providing a variety of information to the general public either face-to-face or over a telephone; compiling information and preparing routine or standardized reports, letters, and memos; entering data or information into a personal computer (PC) in order to maintain and update records; Routes information to various divisions within the department for required information and verification; Reproducing documents/materials on copy equipment; Preparing file folders for records systems; sorting and filing material alphabetically, numerically, and/or by other predetermined categories and retrieving filed material; Sorting and distributing mail to staff; Collating materials and running errands; Assisting with set up for special events; May check the work of others for accuracy and may assist in the training of others; May also be responsible for relieving supervisors or administrative employees of routine administrative work; Uses word processing software to produce documents, maintains records to provide accurate documentation of work performed or information that can be easily retrieved, creating and maintaining complex filing systems or databases with a variety of subject matter to provide easy access to records and information, and communicating information to the public to relate departmental policies and procedures using reference materials or personal knowledge; Composes correspondence on routine matters; proof reading and editing documents; maintaining inventories and requisitioning office supplies; Prepares and codes invoices for payment, prepares purchase orders; Maintains/coordinates calendars and making meeting, facility, and travel arrangements; compiling information for special projects; and collecting and assembling data and background materials for a variety of reports; Uses database and spreadsheet programs to produce summary reports, and print tables of numerical information; Producing a typed document, taking, preparing, and distributing minutes, agendas, packets and other support materials; Schedules and attends meetings and schedules facilities; May balance a cash drawer, collect fees and prepare bank deposit; Other duties as assigned; Display courteous, civil, and respectful behavior to all persons and shall make every effort to meet the needs of citizens requesting assistance; Refrain from the use of abusive, indecent or profane language or gestures in the workplace, in the performance of duties or in the presence of a member of the public; Perform duties in a manner that is fair, impartial, and without prejudice toward any person or group; Refrain from arguing unnecessarily with any person or otherwise showing a lack of self-control, ridicule, or defame any employee, elected official or any other person or any agency of the City of Columbia; Display responsibility for attendance and promptness and report to the work area on time. Secondary Functions: Performs other related duties as required. Supervisory Functions: None.

Requirements

Knowledge of business English, spelling and arithmetic
Knowledge of modern office practices, procedures, and equipment
Knowledge of departmental policies, procedures, and regulations
Knowledge of record keeping and bookkeeping practices
Knowledge of accounting in the public sector
Knowledge of computer and computer application software that at a minimum include Microsoft Office Suite products including Word and Excel.
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 apply concepts of basic algebra and geometry
Ability to apply concepts of basic algebra and geometry
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

Nice To Haves

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.
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

Acting as a receptionist, providing a variety of information to the general public either face-to-face or over a telephone
compiling information and preparing routine or standardized reports, letters, and memos
entering data or information into a personal computer (PC) in order to maintain and update records
Routes information to various divisions within the department for required information and verification
Reproducing documents/materials on copy equipment
Preparing file folders for records systems
sorting and filing material alphabetically, numerically, and/or by other predetermined categories and retrieving filed material
Sorting and distributing mail to staff
Collating materials and running errands
Assisting with set up for special events
May check the work of others for accuracy and may assist in the training of others
May also be responsible for relieving supervisors or administrative employees of routine administrative work
Uses word processing software to produce documents, maintains records to provide accurate documentation of work performed or information that can be easily retrieved, creating and maintaining complex filing systems or databases with a variety of subject matter to provide easy access to records and information, and communicating information to the public to relate departmental policies and procedures using reference materials or personal knowledge
Composes correspondence on routine matters
proof reading and editing documents
maintaining inventories and requisitioning office supplies
Prepares and codes invoices for payment, prepares purchase orders
Maintains/coordinates calendars and making meeting, facility, and travel arrangements
compiling information for special projects
collecting and assembling data and background materials for a variety of reports
Uses database and spreadsheet programs to produce summary reports, and print tables of numerical information
Producing a typed document, taking, preparing, and distributing minutes, agendas, packets and other support materials
Schedules and attends meetings and schedules facilities
May balance a cash drawer, collect fees and prepare bank deposit
Other duties as assigned
Display courteous, civil, and respectful behavior to all persons and shall make every effort to meet the needs of citizens requesting assistance
Refrain from the use of abusive, indecent or profane language or gestures in the workplace, in the performance of duties or in the presence of a member of the public
Perform duties in a manner that is fair, impartial, and without prejudice toward any person or group
Refrain from arguing unnecessarily with any person or otherwise showing a lack of self-control, ridicule, or defame any employee, elected official or any other person or any agency of the City of Columbia
Display responsibility for attendance and promptness and report to the work area on time