What are the responsibilities and job description for the Administrative Assistant (City Manager's Office) position at City of Aiken?
JOB
The City of Aiken is accepting applications for an Administrative Assistant to join the City Manager's Office department.
EXAMPLE OF DUTIES
Performs receptionist duties; greets public entering office and offers assistance; answers telephone and takes messages, forwards to appropriate party, or responds to questions, concerns, or complaints from knowledge of departmental proceduresCoordinate with the City Clerk, Secretary, and Senior Workers to ensure adequate coverage of reception areas; when requested, trains workers in operation of equipmentTypes correspondence, speeches, proclamations, memoranda, reports, minutes, briefs, appeals, and other documents pertinent to the department from written notes, verbal instruction, or tape; proofreads and corrects documents; composes letters, memoranda, reports, and procedures. Provides staff support to boards, committees and commissions as assignedDevelops and maintains cooperative relationships with other City departments, outside vendors, and the general public contacted in the course of work; attends meetings; prepares correspondence, minutes, and other documents as neededOrganizes, develops, and implements procedures for recording and filing various forms and reports; maintains filing systems; cross indexes and files documents and correspondence alphabetically, numerically, or by other designated classificationReceives and resolves citizen requests, problems, or complaints; works with division heads to resolve problems. Acts as receptionist to ensure expedient and accurate response to members of the public. Ensures any needed follow-up is completed. Provides regular reports and/or updates of any such inquiries received to City Manager's Office or other relevant departmentOversees mail services for the City; implement processes and direct staffing accordinglyProvides administrative support to various commissions and committees; prepares agenda packets; schedules and sets up room; attends meetings; tapes and transcribes minutesProvides help to the City Clerk; files, indexes, and preserves all official records; conducts research with City archives and records for CMO and other departments upon requestProvides support in purchasing and accounting processes as directed (preparation and approval of requisitions, etc.)Assists with preparation of departmental budget as needed; types and assists in compiling monthly, annual, statistical, and related reportsAssists with special projects and events to relieve executive staff of administrative detail; monitors projects to completion to ensure accuracy and completionConducts and maintains an inventory of office supplies and stock; orders supplies as needed and requestedOther responsibilities: Sorts and routes incoming mail; processes outgoing mailMakes copies of documents and reportsSchedules and maintains calendars for City Manager's Office personnelOther duties as assigned
SUPPLEMENTAL INFORMATION
This position is subject to a criminal background check for any convictions directly related to its duties and responsibilities. Only job-related convictions will be considered and will not automatically disqualify the candidate. The City of Aiken is an Equal Opportunity Employer and a drug-free workplace.
The City of Aiken is accepting applications for an Administrative Assistant to join the City Manager's Office department.
EXAMPLE OF DUTIES
Performs receptionist duties; greets public entering office and offers assistance; answers telephone and takes messages, forwards to appropriate party, or responds to questions, concerns, or complaints from knowledge of departmental proceduresCoordinate with the City Clerk, Secretary, and Senior Workers to ensure adequate coverage of reception areas; when requested, trains workers in operation of equipmentTypes correspondence, speeches, proclamations, memoranda, reports, minutes, briefs, appeals, and other documents pertinent to the department from written notes, verbal instruction, or tape; proofreads and corrects documents; composes letters, memoranda, reports, and procedures. Provides staff support to boards, committees and commissions as assignedDevelops and maintains cooperative relationships with other City departments, outside vendors, and the general public contacted in the course of work; attends meetings; prepares correspondence, minutes, and other documents as neededOrganizes, develops, and implements procedures for recording and filing various forms and reports; maintains filing systems; cross indexes and files documents and correspondence alphabetically, numerically, or by other designated classificationReceives and resolves citizen requests, problems, or complaints; works with division heads to resolve problems. Acts as receptionist to ensure expedient and accurate response to members of the public. Ensures any needed follow-up is completed. Provides regular reports and/or updates of any such inquiries received to City Manager's Office or other relevant departmentOversees mail services for the City; implement processes and direct staffing accordinglyProvides administrative support to various commissions and committees; prepares agenda packets; schedules and sets up room; attends meetings; tapes and transcribes minutesProvides help to the City Clerk; files, indexes, and preserves all official records; conducts research with City archives and records for CMO and other departments upon requestProvides support in purchasing and accounting processes as directed (preparation and approval of requisitions, etc.)Assists with preparation of departmental budget as needed; types and assists in compiling monthly, annual, statistical, and related reportsAssists with special projects and events to relieve executive staff of administrative detail; monitors projects to completion to ensure accuracy and completionConducts and maintains an inventory of office supplies and stock; orders supplies as needed and requestedOther responsibilities: Sorts and routes incoming mail; processes outgoing mailMakes copies of documents and reportsSchedules and maintains calendars for City Manager's Office personnelOther duties as assigned
SUPPLEMENTAL INFORMATION
This position is subject to a criminal background check for any convictions directly related to its duties and responsibilities. Only job-related convictions will be considered and will not automatically disqualify the candidate. The City of Aiken is an Equal Opportunity Employer and a drug-free workplace.
