Administrative Support Specialist (Tourist & Event Center)

Havelock•Havelock, NC

11d•Onsite

About The Position

Performs varied secretarial, administrative, and general office support work for the Havelock Tourist & Event Center. The employee serves as the principal or sole administrative support person for a major operating department, supporting the department director and staff. Work may involve billing and collections, purchasing, payroll and time records, customer service, records management, employee relations, staff training on policy or procedure changes, and other administrative functions. The position is supervised by a department director or other management official and evaluated through performance objectives, observation, and feedback from staff and the public. This is a nonsupervisory classification, though some positions may oversee less senior clerical and administrative personnel. The role prepares and processes department documents and records, supports payroll and purchasing, coordinates meetings and travel, researches issues for special projects, handles public and staff communications, and may update the department webpage with routine information. It also operates standard office equipment and performs related tasks as required.

Requirements

Graduation from high school or GED equivalency.
Three to five years of responsible administrative support experience.
Valid North Carolina driver license.
A Notary Public may be required.
Thorough knowledge of office practices, procedures, and equipment.
Thorough knowledge of business English, spelling, and arithmetic.
Comprehensive knowledge of computers and various software packages.
Knowledge of the services and business practices of the assigned department.
Ability to take and accurately transcribe meeting minutes.
Ability to use modern office computer technology and related software, perform mathematical calculations, and complete assignments using spreadsheet software such as Excel or equivalent.
Ability to communicate effectively with the public and establish and maintain effective working relationships.
Ability to follow oral and written instructions.
Ability to acquire knowledge of department policies, procedures, and services and make limited interpretations within established guidelines.
Ability to develop and maintain moderately complex records and prepare written or statistical reports from them.
Ability to provide administrative support to personnel in the assigned department or other City departments when required.
Ability to work independently on responsible and confidential assignments.

Responsibilities

Creates and processes contracts, forms, memos, letters, reports, charts, meeting minutes, policies, budgets, notices, and announcements for the department.
Prepares and maintains personnel and payroll data, contract files, and purchase records; monitors expenditures and trains staff in department processes as required.
May perform bookkeeping duties, including journal entries and processing reimbursements.
Collects and routes daily mail, time cards, and payroll checks.
Maintains department records and ensures policies, ordinances, maps, schedules, fees, phone numbers, and codes are current.
Makes business appointments and travel arrangements for department staff; coordinates meetings, conferences, and interoffice functions; prepares travel requisitions and calculates refunds, expenditures, and reimbursements.
Researches special and technical issues to complete special projects.
Collects and makes limited interpretations of data for records and produces reports.
May maintain the department webpage by posting routine new or updated information and links that do not require web-based technical expertise.
Communicates daily with the public, sales representatives, and employees by telephone, email, and in person to provide or obtain information.
Operates common office equipment, including computers, printers, fax machines, and copiers.
Performs related tasks as required.