Administrative Assistant II - Recreation, Parks, & Cultural Services

JOB

Under general direction of the assigned Director, independently performs a variety of complex administrative and technical duties to support goals of the Department, the Director, and the Management Team. Provides excellent customer service as liaison with other City staff and the general public. Participates in the development and administration of department policies and procedures. Prepares various administrative reports and coordinates special projects as assigned.

EXAMPLE OF DUTIES

Essential functions are the basic job duties that an employee must be able to perform, with or without reasonable accommodation. The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. The omission of a function does not preclude management from assigning essential duties not listed herein if such duties relate to the position. In addition, specifications are intended to outline the minimum qualifications necessary for entry into the class and may not necessarily convey the qualifications of incumbents within the position.

• Performs a wide variety of complex and responsible duties to assigned department. Provides administrative/clerical support including follow-up on division assignments and activities, transmitting information, maintaining calendars, travel and meeting arrangements, keeping informed of pertinent issues and activities.
• Provides assistance to internal and external customers in researching and answering complaints and in resolving operational and administrative problems within assigned areas of responsibility. Screens assigned calls, visitors, and mail; provides information and assistance including responding to sensitive requests for information; research information related to City regulations and office policies; assists the public and other City staff in interpreting and applying City policies, procedures, codes, and ordinances; sorts and distributes mail.
• Monitors and maintains inventory of department small equipment, furnishings and office supplies. Arranges for repair of equipment and keeps reference/resource information up to date.
• Types, word processes, and proofreads a wide variety of reports, letters, memoranda, correspondence, and statistical charts, types from rough draft or verbal instruction; independently composes correspondence and reports related to assigned area of responsibility.
• Maintains accurate and up-to-date files and records for assigned areas; develops and monitors various logs, and files for current and accurate information; develops, organizes, and maintains filing systems.
• Operates a variety of office equipment including but not limited to computer, copiers, fax machine, scanner, calculator and digital camera.
• Performs other related duties as assigned by immediate supervisor.

When Assigned to City Administration’s Office:

Reports to: City Clerk

• Assists the City Clerk with preparing responses and redactions to open records requests in accordance with the legal guidelines set forth in the Georgia Open Records Act and other applicable laws.
• Assists the City Clerk with city-wide records management practices, including scanning documents, reviewing retention schedules, organizing, sorting, and collating original documents, communicating with vendors for records management and destruction services, witnessing document destruction and preparing destruction logs, assisting with digitizing documents and electronic storage of documents, and other tasks related to records management.
• Provides notary services and attestations as needed.
• Processes mail delivered to and departing from City Hall, including: receiving, sorting, and distributing incoming and outgoing correspondence, and organizing and cleaning the mail room, as needed. Coordinates with the contracted postage provider, monitors and adds postage to the city postage account, ensures postage equipment is always functioning and requests service when needed, provides training to staff on how to operate the postage machine, and updates staff when postage rates or postage procedures change.

When Assigned to Community Development:

Reports to: Support Services Manager

• Processes documentation pertaining to purchasing and accounts payable; obtains price quotes for potential purchases; prepares purchase orders and enters purchasing data into computer; reviews invoices, purchase orders, or other documents for accuracy; research discrepancies, assigns proper accounting/budgetary codes, obtains proper signatures, and forwards for payment.
• Collects, records and balances fees related to Planning and Zoning; prepares deposit statements and deposits fees with the Finance Department.
• Assists in the administration of the Procurement Card program; monitors each statement to verify discrepancies are corrected; monitors compliance with bank policies and procedures for usage of cards.

When Assigned to Human Resources & Finance Benefits D…