Administrative Assistant

Job Summary

Under general supervision analyzes operating practices and revises as necessary to promote efficiency, performs routine and non-routine administrative tasks and serves as resource person to provide information regarding polices of the City Clerk’s office. Answers multi-line telephone, directs calls or takes messages, greets visitors and provides information. Provides administrative support for City Clerk to include preparing and distributing correspondence, proofreading documents, filing, faxing and copying. Work with members of the public, council members, other administrators and departments and other local authorities with issues pertaining to the City Clerk’s office.

Essential Job Duties & Responsibilities

The following duties are normal for this position. The omission of specific statement of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this position. Other duties may be required, assigned and expected aside from those set forth below to address operational needs and changing operational practices.

• Analyze operating procedures such as filing, document production, purchasing and payroll and revises as necessary to promote efficiency.
• Serve as a resource person regarding policies, procedures, practices and rules regarding the City Clerk’s office.
• Interact with department heads, elected officials and the general public responding to inquiries, receiving complaints and claims against the City.
• Answer multi-line telephone, direct calls or take messages, greet visitors, and provide information. Provide visitors and callers with detailed information or directions and refers to appropriate department or personnel.
• Contacts vendors and schedules services for the department.
• Assist with the preparation of council agendas, attend and report on meetings.
• Transcribe council meeting minutes.
• Assist in the maintenance of the City Archives and receive, directs and participates in requested research activities by public officials and private citizens.
• Assist in the preparation of resolutions and ordinances.
• Assist City Clerk with elections.
• Maintains file of letters, correspondence, faxes sent out and received.
• Maintains file of legal advertisement, proofs of publications and newspaper clippings related to City affairs.
• Orders materials and supplies for the City Clerk’s office.
• Prepares outgoing mail, receives and distributes incoming mail.
• Trouble shoots equipment malfunctions, makes minor repairs and contacts vendor service.
• Copies forms or other documents used by the department; faxes documents as needed.
• Performs additional tasks as assigned or upon request.

Qualifications

Education & Experience Guidelines
Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities required for this position would be:

Education/Training
Must have high school diploma or GED; a bachelor’s degree is preferred.

Experience
The candidate must possess four years administrative experience.

Licenses or Certifications Required
N/A

The following generally describes the knowledge and abilities required in order to successfully perform the assigned duties of the position:

Knowledge of:

• Concepts and principals of office administration including procedures, equipment, activities and work methods
• Administrative requirements of City Clerk’s office
• The use, operation ad capabilities of office equipment and machines to include scanners, computers, fax machines and copiers.
• Graphics and presentation software
• Use, operation ad capabilities of office equipment and machines to include scanners, computers, fax machines and copiers.

Ability to:

• Produce spreadsheets, letters, correspondence and reports.
• Enter text and produce accurate typewritten or word processed forms, statistical data tables and narrative reports.
• Comprehend moderately complex administrative material.
• Write and spell in order to produce clear written material.
• Compose routine and non-routine letters, memoranda and related office documents.
• Verbally communicate with co-workers and provide detailed information to the public or other agency representatives.
• Perform moderately complex financial calculations solve numerical problems and produce data. Access financial system to retrieve information and assist in posting and preparing reports.
• Work in a constant state of alertness and in a safe manner
• Handle sensitive or confidential information discreetly.
• Establish and maintain effective working relationships with City staff and the general public.
• Work under general supervision

Physical Demands & Working Environment

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. In compliance with the Americans with Disabilities Act, the city encourages both prospective and current employees to discuss potential accommodations needed to perform the essential duties of this position.

Environment: Work location will be primarily indoors

Physical Demands: See accompanying page for details

Key Working Relationship: City Clerk, City Manager, Mayor, City Council, City Employees and public.

Applications for this position will be accepted until a pool of 20 applications is received or the position is filled, whichever comes first. Current city employees wishing to apply should send Internal Job Application provided by the Human Resources Department to the HR Director by the deadline stated. (A courtesy copy will be sent to the employee’s department head.)

Applications can be found online (download an application) or picked up at the City of Phenix City Human Resources Department:
1103 Broad Street
Phenix City, AL 36867
Ph: 334 448-2706

Applications are available for pick up and drop off on Mondays from 2 to 5 p.m., Eastern Time, and Tuesdays, Wednesdays, and Thursdays from 10 a.m. until 2 p.m., Eastern Time. You may also email your completed application with the required supporting documents.