Administrative Assistant

City Of Douglasville•Douglasville, GA

7d•Onsite

About The Position

The Administrative Assistant provides administrative support to an assigned city department. The role generally involves public contact, maintaining a variety of records, receiving phone calls, and coordinating and scheduling meetings. Duties are described for the Police Department and include administrative, financial, scheduling, facility-rental, and community-outreach support.

Requirements

High school diploma or equivalent.
One year of progressively responsible administrative work, or an equivalent combination of education or experience.
Possess and maintain a valid Georgia Driver’s License and a satisfactory Motor Vehicle Record (MVR).
Knowledge of modern office practices, methods, equipment, and standard clerical procedures.
Knowledge of, or ability to learn, departmental rules, regulations, policies, and procedures.
Knowledge of municipal functions and contacts and activities of various departments.
Knowledge of proper grammar and spelling.
Skill in operating a computer and in oral and written communication.
Skill in time management, organization, and working with people.
Ability to learn, understand, and apply departmental concepts, practices, and procedures.
Ability to pay close attention to detail and handle several projects simultaneously.
Ability to understand and follow oral and written instructions quickly and accurately.
Ability to prepare clear and concise reports and maintain accurate, complex, alphabetical, and chronological records and files.
Ability to work independently without specific instructions.
Ability to establish and maintain effective working relationships with City employees and the public.
Ability to provide excellent customer service to employees and vendors in person and by telephone.
Ability to exercise good judgment, tact, and professionalism and to multitask amid frequent interruptions.

Nice To Haves

Some public-sector experience.
For the Human Resources Department, PHR or SHRM-CP certification is preferred.

Responsibilities

Greet and direct visitors and maintain employee and department directories.
Answer telephones, route calls, and respond to inquiries from the public and staff.
Provide information about events, forms, contacts, and resources.
Enter invoices, refunds, deposits, and financial data; receive and process payments for events and Community Room rentals.
Coordinate calendars, appointments, and meetings.
Maintain correspondence and departmental records.
Serve as the primary contact for Community Room operations and rentals, including managing contracts, scheduling, invoicing, deposits, reminder communications, and maintaining knowledge of facility and audio/visual systems.
Provide tours of the Police Department and Community Room and accept public donations supporting community outreach efforts.
Attend community meetings and events, including evenings and weekends; assist with event preparation, material distribution, social media photography, and seasonal programs.
Perform other related duties as required.