Administrative Assistant
City of Fayetteville, NC - Fayetteville, NC

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To perform a wide variety of responsible office support work in carrying out the day-to-day clerical and administrative activities in support of the operations of the department. Positions in the administrative assistant role serve as the principal office/administrative support for a manager (Division Head/Assistant Director) requiring considerable knowledge of the work environment and of the work performed by the manager, and function as an extension of a manager. The organizational placement, the extent of authority delegated to the administrative assistant, and the degree to which the administrative assistant can act on a manager’s behalf are crucial elements in the administrative assistant role.
Essential Duties & Responsibilities:

  • Screen visitors and telephone calls and route as appropriate based on information obtained; assist the public by providing information concerning services provided, explaining policies and procedures requiring interpretation of policies, procedures, and guidelines; resolve problems within area of assignment requiring research of background information.
  • Serve as a liaison between department and other internal departments and/or external agencies.
  • Screen incoming mail for content and take appropriate action.
  • Maintain calendar of activities, schedule appoints and resolve conflicts in scheduling; make all travel arrangements.
  • Schedule, arrange, and coordinate division activities, meetings, conferences, and various events.
  • Compose correspondence; type and edit a variety of documents; verify accuracy of information, research discrepancies and record.
  • Establish and maintain a variety of records, reports, logs and files; develop reports concerning new or ongoing programs and program effectiveness; gather and compile information for various reports to include statistical reports; verify accuracy of information, research discrepancies, and record information.
  • Participate in administrative duties relating to the area of assignment; prepare comprehensive reports, minutes of meetings and agendas.
  • Participate in the preparation of the division budget and in monitoring expenditures.
  • Participate in the preparation and monitoring of department budget.
  • Operate a variety of office equipment including copiers, facsimile machines and computers; input and retrieve data and text; organize and maintain disk storage and filing.
  • Provide guidance and direction and review work of the office support staff assigned to the various units reporting to the Division.
  • Prepare, type, word process and edit a variety of documents including general correspondence, agendas, and statistical reports.
  • Requisition supplies and materials as required.
  • Contacts the public and outside agencies for the purpose of obtaining, clarifying, and providing information, and making referrals.
  • Establish and maintain a personnel file structure; determine record retention and destruction requirements; oversee filing procedures.
  • Process invoices and statements for payment.
  • Oversee and administer the employee service award program; assemble eligible employees; prepare certificates; coordinate ceremonies and award purchases.
  • Develop policies and procedures for official audit of city employee personnel and benefits files.
  • May take minutes for assigned boards and committees; prepare and distribute agendas.

    Depending on department:
  • May oversee and/or conduct annual audits of City employee personnel and benefits files.
  • May perform payroll authorization for hourly and salaried employees; monitor leave balances.
  • May complete data entry of employee performance evaluations and monitor overdue evaluations.
  • May coordinating the preparation and dissemination of invitations for elected officials.
  • May train employees on specialized software applications.
  • May monitor the issuance and return of department tools, equipment, and related materials.
  • May coordinate special events and activities for the department.
  • May serve as a back-up receptionist.
  • May assist in the collection of urine drug screens.
  • Perform other duties as assigned.
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    Minimum Qualifications:

    Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

    Experience: Three years of increasingly responsible experience in office support work.

    Training: Equivalent to completion of the twelfth grade supplemented by specialized secretarial or office management training.

    From the time of closing the hiring process is anticipated to last 3-4 weeks. The process will consist of clerical testing (clerical tests may include but not limited to: Date Entry, Excel, Word, PowerPoint, & proofreading) and panel interview with the successful candidate being subject to a pre-employment drug screen, background check and driving history check.

    Physical Demands & Working Environment: