Lead Admin Assistant

City of Columbia•Columbia, SC

3d•Onsite

About The Position

This position provides highly responsible administrative, secretarial and clerical assistance in support of efficient and effective department operations, ensuring effective and efficient office operations; represents the City to the public and provide professional, courteous customer service at all times; and performs related duties as assigned. The incumbent works within a general outline of work to be performed, and develops work methods and sequences under general supervision. The work is considered sedentary in nature and involves walking or standing some of the time and involves exerting up to 10 pounds of force on a recurring basis or routine keyboard operations. The work requires the following physical abilities to perform the essential job functions: fingering, handling, hearing, mental acuity, repetitive motion, speaking, talking, visual acuity, and walking. Work environment involves exposure to no known environmental hazards; and is safe and secure that may periodically have unpredicted requirements or demands.

Requirements

High school diploma or GED
Three (3) years of relevant prior experience
May be required to type 30 corrected wpm
Valid South Carolina Class “D” Driver’s License

Responsibilities

Provides administrative and secretarial support to assigned supervisor, performing such duties as scheduling and coordinating meetings and appointments, researching and compiling data for reports and studies, composing and/or preparing routine and confidential reports and correspondence, making travel and accommodations arrangements for staff, etc.
Evaluates office operations and makes recommendations for changes in order to maintain office productivity and efficiency.
Assists supervisor in planning and implementing various department programs, activities and services as assigned.
Composes, prepares, types, copies, files, processes, mails and/or transmits various documents, which may include forms, correspondence, memos, presentation materials, reports, agreements, contracts, leases, press releases, etc.
Establishes and maintains the department’s filing system.
Attends meetings; prepares meeting agendas and packets; prepares and distributes meeting minutes; provides administrative and clerical support to various committees, commissions and boards as required.
May provide technical and clerical assistance in the preparation of assigned budgets; may assist in administering grants; may monitor expenditures, process invoices, reconcile accounts, and prepare related financial records and reports.
Answers the telephone; provides accurate information to callers and/or forwards calls to appropriate personnel; takes messages as needed; greets and assists office visitors.
Performs other routine clerical work, including but not limited to copying and filing documents, sending and receiving faxes, entering and retrieving computer data, preparing spreadsheets, assembling materials, ordering supplies, processing daily mail, maintaining lists and logs, etc.
Receives, researches and responds to inquiries, requests for assistance and concerns from other City departments, agencies, organizations, professionals and the public; assists supervisor in coordinating department activities with those of other departments and agencies as appropriate.
May provide leadership of assigned clerical staff; offers training, advice and assistance as necessary.
May perform specialized duties peculiar to assigned department.
Coordinates and/or participates in special projects as assigned.
Attends staff, committee and City meetings as required; may represent supervisor at various meetings as requested.
Attends training, meetings, seminars and/or workshops to enhance job knowledge and skills.
Performs other related duties as assigned.