ADMINISTRATIVE ASSISTANT II – ECONOMIC DEVELOPMENT Job at City of Monroe (NC) in Monroe, NC
Performs intermediate skilled clerical and administrative work assisting with a variety of complex office assistance and administrative tasks; does related work as required. Work is performed under regular supervision.
This is sedentary work requiring the exertion of up to 10 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects, and some light work requiring the exertion of up to 20 pounds of force occasionally, up to 10 pounds of force frequently, and a negligible amount of force constantly to move objects; work requires reaching, fingering, and repetitive motions; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for preparing and analyzing written or computer data, operation of machines, and determining the accuracy and thoroughness of work; the worker is not subject to adverse environmental conditions.
ESSENTIAL FUNCTIONS/TYPICAL TASKS
Receiving, screening and processing telephone calls and serving as receptionist for department; processing work orders; scheduling appointments; typing, word processing and data processing duties; maintaining records and files; preparing reports. Receives calls and callers for the department and ascertains nature of business; assists callers or directs to appropriate authority for disposition; processes incoming and outgoing mail; Maintains complex and detailed files and records; maintains various databases; Transcribes correspondence, composes routine correspondence; types a variety of complex reports and materials; Directs questions and inquiries or complaints on department and/or City operations to the appropriate supervisor, policies and procedures; maintains calendars, schedules appointments; assists with scheduling and preparing for meetings; takes, transcribes and distributes minutes; Processes service requests; prepares and forwards work orders; maintains staff schedules; Prepares minutes of meetings and a variety of complex and/or confidential reports as requested; maintains confidential files; Receives, processes, and enters a variety of information into computer system; performs internet research; Checks and reviews a variety of data for accuracy, completeness and conformance to standards and procedures; Establishes office procedures; sets up and maintains filing systems; prepares routine correspondence independently; Maintains a variety of operational, bookkeeping, budget and program records; Attends meetings of commissions, boards and committees; compiles and types agendas; Orders and stocks office supplies and department forms; maintains office equipment supplies and requests repairs as required; Assists with the development and production of marketing brochures, fliers and advertisements; assists with the maintenance of website; assists with social media; Processes purchase orders, contracts, travel authorizations, reimbursements, time sheet entry, document scanning, etc.; Performs internet research; Assists with special events and work flexible schedule associated with these events; Performs related tasks as required.
KNOWLEDGE, SKILLS AND ABILITIES
Thorough knowledge of standard office practices, procedures, equipment and secretarial techniques; thorough knowledge of business English, spelling and arithmetic; thorough knowledge of the organization and functions of the department and of general administrative policies and practices; ability to keep office records and to prepare accurate reports from file sources; ability to perform and organize work independently; ability to type and transcribe dictation at a reasonable rate of speed; ability to prepare effective correspondence on routine matters and to perform routine office management details without referral to supervisor; ability to establish and maintain effective working relationships with associates and the general public. Must be proficient in Microsoft Office programs, including Outlook, Word, Excel, and PowerPoint. Must have the ability to work with Geographic Information System (GIS) as well as web-based programs.
EDUCATION AND EXPERIENCE:
Any combination of education and experience equivalent to graduation from high school supplemented by course work in secretarial science and extensive office assistance experience.
May require specific certifications and/or licenses depending on departmental assignment. Must have a valid driver’s license and be approved to drive a City vehicle.
Company: City of Monroe (NC)
Company Location: Monroe, NC