Administrative Assistant

Job Summary

Under general supervision, this position is responsible for routine office duties to include answering phones, filing, updating calendars with scheduled events, preparing outgoing correspondence and paying departmental invoices.

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.

• Answer incoming calls including taking messages when needed
• Make outgoing calls to schedule events or make reminder calls
• Maintain filing system of planning items, economic development items, accounting items and payroll items
• Ensure departmental schedule remains current with scheduled events
• Prepare outgoing correspondence including copying informational packets
• Sorts and logs incoming correspondence
• Following proper purchasing procedures for ordering supplies and materials as needed as well as processing payment of departmental invoices
• Attend Planning Commission meetings on the 2nd and 4th Tuesday each month in order to record minutes
• Prepare biweekly payroll
• Complete work tickets for building maintenance, vehicle maintenance and IT issues
• Other clerical duties as assigned

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
High School Diploma or GED required

Experience
2 years working in a clerical/office environment

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:

• Standard office operations
• Computer software to include Word, Excel and PowerPoint

Ability to:

• Efficiently run office in absence of coworkers
• Maintain a system of organization
• Prioritize daily tasks based on importance
• Effectively verbally communicate both in person and on the phone
• Effectively communicate in written form
• Work non-standard hours in cases of special events
• Maintain confidential information regarding development and industry
• Work in a constant state of alertness and in a safe manner

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 (some outdoors with special events)

Physical Demands: See accompanying page for details

Key Working Relationship: Other Economic Development employees, incoming visitors to the Planning and Economic Development department, employees from various city departments

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.