Administrative Assistant - PRCR

Town of Wake Forest•Town Hall, NC

1d•Onsite

About The Position

The Administrative Assistant classification performs various advanced and confidential administrative support functions, including data entry, customer service both over the telephone and/or in person, document creation, processing payments, and utilizing discretion while supporting confidential matters for a program, professional staff workgroup, department director, or division manager. This role serves as the front-line point of contact for the department, maintaining continuous contact with the public through direct contact, telephone, and email. It requires patience, tact, and knowledge of general administrative operations and processes. The role will involve addressing invoices, preparing correspondence, forms, and other documents, and maintaining and filing records. Work may often require a high degree of independence, decision-making, and sound judgment. Work is performed under the general supervision of the assigned Department Director. Employees are expected to uphold the Town’s shared employee values of caring, commitment, character, and collaboration.

Requirements

Principles and practices of administrative support, including methods and techniques used in financial administration, personnel administration, purchasing, project management, and contracting.
Procedures and techniques associated with basic accounting and the ability to implement and maintain standard filing and accounting systems.
Organization and operation of local government as necessary to assume assigned responsibilities.
Standard office equipment, including computer systems and software programs.
Public relations techniques and concepts.
Principles and practices of sound business communication and ability to communicate effectively in writing and orally.
Perform math and statistical calculations and data collection.
Organize and maintain office/administrative systems and procedures.
Understand, interpret, and apply agency policies and procedures.
Define administrative issues and recommend and implement solutions.
Prepare and present clear and concise reports.
Establish and maintain effective working relationships with Town employees and officials, contracted service providers, other governmental agencies, citizen groups, and the public.
Follow complex oral and written instructions.
Manage multiple and rapidly changing priorities.
Organize, research, implement, and maintain complex and confidential office files.
Use resourcefulness and tact in explaining difficult procedures and regulations to the general public and other employees.
Work independently and prioritize time and work assignments effectively.
Prepare clear, accurate, and logical written reports.
Implement and maintain standard filing systems.
Communicate effectively both orally and in writing.
Establish and maintain cooperative working relationships with individuals and groups from diverse backgrounds and represent members of the public, coworkers, and/or vendors.
Any combination of education and experience equivalent to graduation from high school with considerable secretarial and/or administrative assistant experience in a local government setting or similar discipline.
Five (5) or more years of progressively responsible administrative experience related to office management or a major administrative function for a department or division.
Possession of an associate degree or Professional Certification in business administration, public administration, or related field may substitute for two (2) years of required work experience.
North Carolina Driver’s License and an acceptable driving record.
NC Notary or obtained within six months of hire date.

Nice To Haves

Possession of an associate degree or Professional Certification in business administration, public administration, or related field may substitute for two (2) years of required work experience.

Responsibilities

Maintaining calendars; coordinating, arranging, and confirming meetings; arranging for meeting setup; attending meetings; taking notes; transcribing minutes and summaries.
Receiving visitors and incoming calls; providing information and addressing inquiries that may require sensitivity and the use of sound, independent judgment.
Conducting research and responding to requests for information from officials, customers, and the public; may refer requests to appropriate staff as necessary.
Reviewing, proofreading, and editing departmental agendas and maintaining files.
Scheduling and coordinating special meetings, seminars, conferences, and training sessions.
Maintaining department and agency contacts to include departmental mailing lists.
Acting as the Director and the public or other employees’ liaison.
Establishing, analyzing, revising, and recommending administrative and office practices, procedures, systems, and workflow processes.
Monitoring activities to ensure conformance with adopted department/division work plans; analyzing existing methodology; recommending improvements to practices and procedures and coordinating department/division functions; developing and assisting in developing department/division operating procedures.
Assisting with monitoring vendor contract performance with assigned department/division to ensure compliance.
Interpreting policies and regulations for the public and department personnel; resolving inquiries that may arise and responding to citizen inquiries – coordinating resolutions.
Assisting in creating a positive and supportive work environment; assisting with enforcing safe workspaces; establishing a culture of teamwork and communication; a workplace that promotes organizational values and actively promotes an environment respectful of living and working in a diverse society.
Compiling and analyzing data and preparing regular and special reports for departmental/division management, including database management.
Preparing agendas for meetings, functions, and conferences.
Composing correspondence with a high degree of initiative and judgment when communicating with the public, contractors, public agencies, community partners, and other employees.
Assisting with all aspects of the program registration process, including rentals, payments, and records administration (if assigned to Parks, Recreation & Cultural Resources).
Assisting with the accreditation process (if assigned to Parks, Recreation & Cultural Resources).
Maintaining historical files through the archiving process (if assigned to Parks, Recreation & Cultural Resources).
Assisting with specialized research and analysis (if assigned to Parks, Recreation & Cultural Resources).

Benefits

health, dental, vision, and life insurance
long-term and short-term disability programs
retirement plan
paid time off
volunteer leave
paid parental leave
paid elder care leave
non-matching required 401k contributions
longevity pay bonuses
Employee Assistance Program
Flexible Spending Accounts (FSA)
Wellness Wednesday once a month, which allows employees to take off one hour early to attend to wellness needs.
free access to our recreational facilities
discounted fees for youth athletic programs for employees' families.
management leave
flex time
5% increase in salary upon completing a six-month probationary period.