Administrative Assistant Senior City Manager's Office (Open until filled)

City of Columbia•Columbia, TN

12d

About The Position

The Administrative Assistant performs routine and non-routine administrative and clerical work of varied complexity, following established procedures while exercising judgment and considerable initiative. The role supports the City Manager and Assistant City Manager and provides information and assistance to the public, including receptionist duties. Work includes preparing correspondence and reports, maintaining records and filing systems, processing financial and purchasing documentation, coordinating calendars and meetings, and providing administrative support for special projects and events. The position may review others' work for accuracy and assist with training. It has no supervisory responsibilities. The employee performs other related duties as required.

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 practices.
Knowledge of computers and application software, including Microsoft Office Suite products such as Word and Excel.
Ability to deal tactfully and courteously with coworkers and the public.
Ability to respond appropriately to public inquiries and present a positive public image.
Ability to take initiative and work independently.
Ability to establish and maintain effective working relationships with management, City employees, and the general public.
Ability to maintain confidential information.
Ability to calculate figures and amounts, including discounts, interest, commissions, proportions, percentages, area, circumference, and volume.
Ability to speak clearly and persuasively, listen, seek clarification, respond to questions, and participate in meetings.
Ability to write clearly and informatively, edit for spelling and grammar, adapt writing style to needs, present numerical data effectively, and interpret written information.
Ability to follow instructions and management direction, complete tasks on time, or notify the appropriate person with an alternate plan.
Ability to meet scheduling and attendance requirements.

Nice To Haves

Associate's degree or equivalent from a two-year college or technical school.
Two to three years of related experience and/or training, or an equivalent combination of education and experience.

Responsibilities

Act as a receptionist and provide information to the public in person and over the telephone.
Compile information and prepare routine or standardized reports, letters, and memoranda.
Enter and update information in computer records and route information to department divisions for verification.
Prepare, organize, maintain, and retrieve records, files, filing systems, and databases.
Use financial software to administer department requests and reports.
Sort and distribute mail, collate materials, and run errands.
Organize and provide assistance at special events.
Check others' work for accuracy and assist with training when needed.
Use word-processing software to create documents and maintain accurate, accessible records.
Communicate departmental policies and procedures to the public using reference materials or personal knowledge.
Compose routine correspondence and proofread and edit documents.
Maintain inventories and requisition office supplies.
Prepare and code invoices for payment, prepare purchase order requests, and record P-Card transactions.
Maintain and coordinate calendars and arrange meetings, facilities, and travel.
Compile information for special projects and assemble data and background materials for reports.
Use database and spreadsheet programs to produce summary reports and print numerical tables.
Prepare and distribute minutes and provide backup support for agendas, packets, and other materials.
Schedule and attend meetings and schedule meeting facilities.
Provide administrative support to the City Manager and Assistant City Manager.
Perform other duties as assigned and other related duties as required.