Executive Assistant - Office of the Chief Operating Officer (Management Services)

City of Savannah•Savannah, GA

2d•Onsite

About The Position

Are you looking for a career with purpose? If so, the City of Savannah Office of the Chief Operating Officer of Management Services has the perfect opportunity for you as the next Executive Assistant. This position is responsible for providing administrative support to the Chief Operating Officer and assisting with special events, project planning and coordination. We offer an excellent benefits package to include health, dental and vision, defined contribution plan (457b), life insurance, wellness programs, vacation, sick leave, 12 paid holidays, employee assistance program, tuition reimbursement and more! Your future begins here...Click APPLY now to take the first steps towards your new career !

Requirements

Requires a Bachelor's Degree in a business related field with four years of experience in office administration and/or office management or an equivalent combination of education and experience.
A valid driver’s license is required.
Background investigation, including supervised drug screen, post offer/pre-employment medical screen; and verification of education, certifications, and licenses required prior to employment.
Knowledge of generally accepted accounting principles, modern office practices and procedures.
Knowledge of special events, project planning and coordination.
Knowledge of city policies and procedures.
Skill in handling confidential matters
Skill in the operation of computers and other modern office equipment.
Skill in interpersonal relations and responding to the inquiries and needs of a broad customer base.
Skill in oral and written communication.
Skill in developing, managing and use of spreadsheets and databases.

Responsibilities

Answers telephones and greets visitors; reviews and responds to correspondence and inquiries; provides information, takes and relays messages, receives and responds to complaints and questions; refers issues to appropriate personnel.
Maintains meeting calendar, schedules meetings, and confirms meeting attendees.
Prepares meeting agendas and other materials; records minutes; maintains a tickler file for meetings.
Receives, logs and distributes mail.
Maintains office files and records log, tracks incoming and outgoing documents; ensures filed records can be retrieved as needed.
Maintains reference copies of city and bureau policies; prepares documents for archiving as needed.
Processes invoices; prepares payment vouchers, purchase orders and requisitions; tracks purchases to ensure delivery of goods and services and payment of vendors.
Handles a variety of confidential matters and maintains a working knowledge of current City purchasing and personnel policies, advising staff of requirements and helping to ensure policies are followed.
Orders office supplies and materials; maintains office copier, reception and other common areas and office equipment; maintains equipment inventory.
Maintains timesheets; enters leave and other payroll data; reconciles records; coordinates travel; prepares travel requests and expense reports; maintains confidential personnel records; distributes pay information to employees.
Takes dictation and/or records notes; transcribes notes and recordings into typed documents; prepares and type memoranda's, letters, correspondence, reports, and documents.
Proofreads correspondence prepared by others.
Creates newsletters, databases, spreadsheets, PowerPoint presentations, forms and reports.
Makes copies and prepares documents for circulation and mailing.
Assists with preparation of the annual budget, inputs budget information; tracks expenditures; enters budget adjustments; produces budget reports.
Collects proposed budgets and related documents from departments for review.
Submits and reviews requests for City Council agenda items, workshops and presentations.
Assist with tracking inquiries, staff assignments and projects; prepares and maintains tickler system to ensure timely response and close out of items.
Coordinate special projects and events; assists with roll-out of new programs and systems.
Performs other related duties as assigned.