Senior Administrative Assistant - City Attorney's Office

City of Fayetteville•Nc 28301, NC

About The Position

The City of Fayetteville is recruiting a Senior Administrative Assistant to oversee and coordinate the administrative and clerical functions of the City Attorney's Office. The role performs a wide range of responsible, confidential, and complex technical and administrative duties, including compiling technical information, preparing comprehensive reports, contributing to the formulation and monitoring of the department budget, and addressing complex or sensitive customer inquiries. The position represents the department and serves as a liaison with City departments, staff, outside agencies, and the public. The position also provides project and administrative support to the department director, coordinates office activities, and may guide clerical staff. Candidates selected for hire must submit proof of education before a firm job offer. The selection process is anticipated to take approximately four to six weeks and includes a panel interview and skills testing. The selected candidate is subject to a pre-employment drug screen, background check, and driving history check.

Requirements

Five years of increasingly responsible experience in office support work.
Education equivalent to completion of the twelfth grade, supplemented by specialized secretarial or office management training.
Submit proof of education before a firm job offer; attaching official graduation certificates from higher-level institutions with the application is strongly recommended.
The selection process includes skills testing in keyboarding, intermediate Word and Excel, Outlook, and proofreading.
Selected candidate must complete a pre-employment drug screen, background check, and driving history check.

Nice To Haves

Commissioned by the State of North Carolina as a Notary Public.

Responsibilities

Respond to inquiries from City staff, other agencies, and the public; determine the nature of complaints, research relevant information, resolve matters involving policy or procedure interpretation, or refer them as appropriate.
Screen incoming mail and take appropriate action, consulting with a supervisor as needed.
Serve as project assistant to the department director; maintain the director’s or division head’s calendar, schedule appointments, resolve conflicts, and coordinate travel arrangements.
Schedule and coordinate department activities, meetings, conferences, and events in collaboration with other City departments, the public, and outside agencies.
Plan, organize, and prioritize administrative tasks; compose and edit reports, correspondence, meeting minutes, and agendas; take meeting minutes or represent the director’s expressed interests at meetings when needed.
Formulate the administrative budget and review it with the director or division head; coordinate with the Budget Analyst, assist with the departmental budget, monitor expenditures, and requisition supplies and materials.
Operate office equipment, enter and retrieve data and text, and organize and maintain filing systems.
Provide guidance and direction to clerical staff; may select, train, motivate, and evaluate personnel, coordinate staff training, address performance deficiencies, and implement disciplinary procedures.
Review, research, and summarize fiscal, administrative, and departmental information; process accounts receivable and payable.
May administer departmental payroll and monitor leave balances.