Senior Administrative Assistant - Development Services

Salary : $20.41 Hourly

Location : NC 28301, NC

Job Type : Regular Full-Time

Job Number : 04110

Department : Development Services

Opening Date : 01 / 19 / 2025

Closing Date : 1 / 31 / 2025 11 : 59 PM Eastern

Description

Click here to meet some of the City's "CAN DO" employees.

INCOMPLETE APPLICATIONS WILL NOT BE PROCESSED.

A RESUME WILL NOT BE CONSIDERED IN DETERMINING YOUR QUALIFICATIONS FOR THIS POSITION.

The City of Fayetteville is currently recruiting for a Senior Administrative Assistant to oversee and coordinate all administrative and clerical functions for the Development Services department; to perform a wide variety of responsible, confidential, and complex technical and administrative duties for the department, such as compiling technical information and preparing comprehensive reports, playing a key role in formulating and monitoring the department's budget, resolving highly complex or sensitive customer inquiries and concerns, and performing similar duties; to represent assigned department; and to act as a liaison with other City departments, staff, outside agencies and the general public.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Respond to inquiries from City staff, other agencies, and the public in general; determine nature of complaint, resolve complaint requiring interpretation of policies and procedures and research of background information, and / or refer as appropriate.
• Screen incoming mail for content and take appropriate action; review with supervisor as needed.
• Serve as project assistant to the department director; maintain the director or division head's calendar of activities; schedule appointments and resolve conflicts; coordinate all travel arrangements.
• Schedule, arrange, and coordinate department activities, meetings, conferences, and various events; coordinate activities with other City departments, the public and outside agencies.
• Plan, organize and prioritize administrative tasks relating to the assigned office; compose and edit a variety of documents including comprehensive reports, general correspondence, minutes of meetings and agendas; may take minutes at meetings or represent the expressed interests of the department director in their absence in meetings.
• Formulate administrative budget and review with the director or division head with justification in coordination with Budget Analyst; assist in the preparation of departmental budget and monitor expenditures; requisition supplies and materials as required.
• Operate a variety of office equipment including copiers, facsimile machines and computers; input and retrieve data and text; organize and maintain filing.
• Provide guidance and direction to clerical staff assigned to the various units of the department; may select, train, motivate, and evaluate departmental personnel, provide or coordinate staff training, work with employees to correct deficiencies, implement discipline procedures.
• Review, research and summarize a variety of fiscal, administrative and departmental information; process accounts receivables and payables.
• May administer payroll for the department; monitor leave balances.

For a complete job description , click here .

MINIMUM QUALIFICATIONS

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be :

Experience :

Five years of increasingly responsible experience in office support work.

Training :

Equivalent to completion of the twelfth grade supplemented by specialized secretarial or office management training.

LICENSING AND CERTIFICATIONS :

Required :

None.

Preferred :

Commissioned by the State of North Carolina as a Notary Public.

From the time of closing, the selection process is anticipated to last approximately 4 - 6 weeks. The process will consist of a panel interview and skills testing including, but not limited to, Keyboarding, Intermediate Word and Excel, Outlook and Proofreading with the selected candidate being subject to a pre-employment drug screen, background check and driving history check.

An Equal Opportunity Employer

Health and Dental Insurance :

The City of Fayetteville Employee Healthcare Benefit Plan provides comprehensive and affordable health and dental coverage while maintaining reasonable costs to employees. Coverage is available for all regular status employees scheduled to work 30 hours or more per week. Employees may also choose to cover eligible dependents. The premium is deducted on a pre-tax basis, with the City paying a portion of the premium. Qualifying employees are eligible for benefits on the 1st day of the month following 30 days of service.

Employer Paid Leave

Paid Vacation : Employees earn vacation leave beginning the first day of employment, however, they are not eligible to take leave for 6 months. Leave accruals are based upon the number of years of service and the number of hours an employee is scheduled to work.

Paid Holidays : The City of Fayetteville observes 11 paid holidays per calendar year. The approved holidays are New Year's Day, Martin Luther King Jr. Day, Good Friday, Memorial Day, Independence Day, Labor Day, Veteran's Day, 2 days at Thanksgiving and 2 days at Christmas.

Sick / Funeral Leave : Regular employees earn sick leave in proportion to the number of hours they are scheduled to work per week. Sick leave accruals begin the first day of employment. Sick leave can also be taken for deaths in your extended family. Sick leave hours accumulate without limits and may be used toward credible service upon retirement from the NC Local Government Retirement System.

Retirement :

The City assists our employees in securing their financial future during retirement by participating in the Local Governmental Employees' Retirement System, administered by the State of North Carolina. Regular status employees, scheduled to work 20 hours or more per week, become members in the retirement system upon employment. As a member of this system, employees are required to contribute 6 percent of their gross salary on a tax-deferred basis.

Deferred Compensation Plans :

To further assist employees in saving for retirement, the City offers two supplemental retirement savings programs. These programs offer employees an opportunity to save a portion of their salary on a tax-deferred basis to supplement their retirement benefit. The programs offered are 401(k) Supplemental Retirement Income Plan and the ICMA 457 Plan.

Cafeteria Plan / Supplemental Benefits :

Realizing that each employee may have different insurance needs, the City offers its employees the opportunity to supplement City-provided benefits by selecting from the benefits listed below. These benefits are offered at employee's expense through payroll deduction :

Death Benefit :

The first year an employee contributes to the retirement system, the city provides a death benefit of $3,000. After one year as a contributing member of the Retirement System, a death benefit is provided that is equal to the highest 12 months' salary in a row during the 24 months before death, no less than $25,000 and no more than $50,000. There is no cost to the employee for these benefits.

Pay Periods / Direct Deposit :

City employees are paid bi-weekly, every other Friday. As an added convenience and safety measure, the City requires all new employees to sign up for direct deposit of their payroll checks.

Employee Assistance Program :

The EAP is available at no cost to all employees and their household members. The EAP provides confidential guidance on legal, financial and personal issues that could affect your health, relationships and job performance.

Responses to the supplemental questions must reflect the information provided under the "Work Experience" section of the application. Your responses will be used to determine whether or not you possess the minimum qualifications required for this position at the time of application.

Are you a current City of Fayetteville employee?

Have you held an out-of-state driver's license (other than NC) in the past 3 years?

How many years of increasingly responsible office support work experience do you have?

Do you have specialized secretarial or office management training?

Briefly describe your experience in specialized secretarial or office management training. (If this question does not apply, please type N / A in the space provided below).

How many years of supervisory experience do you have?

Please select the number of employees you have had the opportunity to supervise?

Do you have experience working with the public?

Briefly describe your experience working with the public. (If this question does not apply, please type N / A in the space provided below.)

Do you have experience in budget preparation and monitoring?

Briefly describe your experience in budget preparation and monitoring. (If this question does not apply, please type N / A in the space provided below).

Do you have experience with payroll preparation for hourly and salaried employees?

Briefly describe your experience with payroll preparation for hourly and salaried employees. (If this question does not apply, please type N / A in the space provided below.)

Do you have experience processing accounts payable?

Briefly describe your experience in processing accounts payable. (If this question does not apply, please type N / A in the space provided below.)

Do you have experience with accounts receivable?

Briefly describe your experience with accounts receivable. (If this question does not apply, please type NA in the space provided below.)

Do you have experience establishing and maintaining a variety of records or reports?

Briefly describe your experience in establishing and maintain a variety of records / reports. (If this question does not apply, please type N / A in the space provided below).

Do you have experience with compiling information for various reports to include statistical reports; verifying accuracy of information, research discrepancies and record information?

Briefly describe your experience with compiling information for various reports to include statistical reports; verifying accuracy of information, research discrepancies and record information. (If this question does not apply, please type N / A in the space provided below).

Do you have experience with JD Edwards / AS400?

Briefly describe your experience with JD Edwards / AS400. (If this question does not apply, please type N / A in the space provided below.)

What is your skill level using Microsoft Excel?

Briefly describe your experience in Microsoft Excel spreadsheet preparation. (If this question does not apply, please type N / A in the space provided below).

What is your skill level using Microsoft Word?

Briefly describe your experience in Microsoft Word (If this question does not apply, please type N / A in the space provided below).

Are you currently commissioned by the State of North Carolina as a Notary Public?

INCOMPLETE APPLICATIONS WILL NOT BE PROCESSED!You may attach a resume; however, the application MUST include a 10-year history. Please answer all questions on the application in their entirety and your application MUST include the following :

Required Question

Salary : $3,000 - $50,000