Legislative Assistant

City of Albany, Georgia • Georgia 31701, GA

13h • Onsite

About The Position

The purpose of this classification is to perform Legislative Assistance to the Mayor and Board of City Commissioners and perform specialized administrative and clerical support of the assigned department. Duties The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

Requirements

• Associate's degree with coursework emphasis in business education, personal computing, general office or related field preferred; City Clerk's 15 hour State of Georgia Mandate training; Three years previous experience and training that includes accounting, secretarial, administrative, clerical, general office, and computer skills or any equivalent combination of education, training, and experience which provides the requisite knowledge skills and abilities for this job.
• Must be able to type at least 30 wpm.
• City Clerk's Certification;
• Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
• Ability to write reports, business correspondence, and procedure manuals.
• Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
• Ability to comprehend and apply principles of advanced calculus, modern algebra, and advanced statistical theory.
• Ability to work with concepts such as limits, rings, quadratic and differential equations, and proofs of theorems.
• Ability to define problems, collect data, establish facts, and draw valid conclusions.
• Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
• Seamless Docs, Novus Agenda, Vision Live, Kronos, JD Edwards, Outlook, Tracker, Microsoft Word/Publisher/Excel and word processing/spreadsheet/database presentation

Nice To Haves

• Desktop Publisher Core Competencies & ADA Compliance

Responsibilities

• Provides direct support to the Mayor and of City Commissioners and clerical support to the City Clerk.
• Maintains files on Mayor and Commission letterhead/business cards/envelopes, etc. templates.
• Maintains expense reports of the Mayor and Commissioners, under the direction of the City Clerk; assists in preparing the annual budget of the Mayor and Commissioners.
• Responds to, and routes incoming telephone calls; relaying messages accurately and promptly; interacts with citizens, resolves issues when practicable and as directed; distributes information to the Mayor and Board of Commissioners.
• Distributes agenda packets to the Mayor and Board of Commissioners before each Commission meeting.
• Provides support in scheduling Commission Retreats including but not limited to: facilitating with Resort/Hotel staff on room setup, mileage reimbursement, reconciling expenses, menu assistance, document preparations and other duties as needed.
• Schedules meetings for the Mayor and, upon request, provides scheduling assistance to the Board of Commissioners including but not limited to sending calendar invites/reminders of events; prepares documents, letters, Mayoral Proclamation preparation and framing and, Mayoral Photos.
• Prepares travel arrangements for the Mayor and Commissioners including hotel accommodations, conference registration and completion of all travel documentation for Commission approval and reimbursements to the City or to the Elected Official.
• Handles Mayor's incoming mail and emails; responding when applicable to resolve issues and concerns; generates mass emails for Mayoral meetings/forums; schedules appointments for the Mayor.
• Provides support to Board of Commissioners: Maintains mailing lists, assistance with correspondence (Ward meeting notices, etc.)
• Prepares meeting room setup for extra meetings of the Mayor and Commissioners, including preparation for Mayoral Forums.
• Prepares documents including letters, memos, purchase requisitions, travel requisitions, and confirmations for City Clerk's office
• Performs various financial duties including maintaining and entering payroll, purchase orders and requisitions.
• Safeguards confidentiality of office files and information received
• Enters/retrieves/processes/tracks/modifies and utilizes: Seamless Docs, Novus Agenda, Vision Live, Kronos, JD Edwards, Outlook, Tracker, Microsoft Word/publisher/excel and word processing/spreadsheet/database presentation; internet email or other software as required.
• Provides minimal software technical assistance when needed.
• Directly supervises one (1) employee in the City Clerk Department, Mayor, and Board of Commissioners. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

Benefits

• The City of Albany, Georgia is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City of Albany, Georgia will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: Associate degree