ADMINISTRATIVE ASSISTANT [BUILDING OPERATIONS]

Job Details Job Location City of Fairburn Administration Building - Fairburn, GA Position Type Full Time Salary Range $20.75 - $22.83 Hourly Job Shift Day Job Category Admin - Clerical Description The City of Fairburn is seeking an experienced, highly motivated professional to plan, organize, and manage clerical and administrative work performed within the Building Operations Department. Local or county government experience preferred. Experience working in Building Operations, Facilities Management or Property Management environment is a plus. Reports to the Building Operations Director. Hiring Range: $20.75 - $22.83 Hourly Rate (Depending on qualifications) Work Days/Hours: Monday - Friday 8:00 a.m. - 5:00 p.m. Posting Start: 12/03/2024 Posting End: 12/10/2024 JOB SUMMARY The Administrative Assistant is responsible for providing administrative support to an assigned department in the city. The incumbent's work generally involves public contact, maintaining a variety of records, receiving phone calls and coordinating and scheduling meetings. Reports to the Building Operations Director. ESSENTIAL JOB FUNCTIONS Performs customer service functions; answers telephone calls and greets visitors; directs callers/visitors to appropriate personnel, and records/relays messages; provides information/assistance regarding department services, activities, procedures, forms, fees, or other issues; distributes forms/documentation as requested; responds to routine questions/complaints and initiates problem resolution. Processes a variety of documentation associated with department operations, within designated timeframes and per established procedures; receives, reviews, records, types, and/or distributes documentation; enters data into computer systems; logs, tracks, or maintains records regarding department activities; compiles data for further processing or for use in preparation of department reports; maintains computerized and/or hardcopy records. Acts as liaison with other departments, professional individuals/groups, and the public in matters pertaining to office programs or operations; conveys information among department personnel. Provides clerical/administrative support for management and/or staff of assigned department; relieves management staff of routine administrative tasks; screens telephone calls, mail, e-mail, and other communications and initiates appropriate action/response; maintains department calendars and schedules meetings, appointments, or other activities; records and transcribes dictation, meeting proceedings, or other information; types, composes, edits, or proofreads various documentation. Coordinates calendar activities for the department, to include scheduling appointments, meetings, or other activities; updates calendars on a regular basis; coordinates travel arrangements, accommodations, conference registrations, or other travel-related plans for department staff; communicates with individuals scheduled for appointments/meetings as appropriate; prepares agendas and materials needed for meetings. Processes purchasing documentation; receives purchase order requests and assigns numbers; researches products/prices with vendors and obtains competitive price quotes; maintains purchasing records. Processes invoices for payment; reviews invoices for accuracy, researches discrepancies, reconciles with monthly statements, and assigns proper budgetary code; completes travel expense vouchers, petty cash requests, and other payment requests; forwards invoices for payment. Processes payroll documentation; reviews timesheets for accuracy and completeness; makes calculations and researches discrepancies prior to submittal to Human Resources for processing. Monitors inventory of department supplies and forms; ensures availability of adequate materials to conduct work activities; initiates requests/orders for new or replacement supplies; maintains inventory records. Processes incoming/outgoing mail; sorts, opens, and distributes incoming mail; signs for incoming mail/packages and delivers to appropriate personnel; prepares outgoing mail; assists with preparation of bulk mail-outs. Types, composes, prepares, or completes various forms, reports, correspondence, logs, notices, checklists, schedules, calendars, purchase orders, check requests, budget documents, meeting minutes, status reports, project reports, statistical reports, work orders, charts, spreadsheets, presentations, or other documents. Receives various forms, reports, correspondence, time sheets, attendance records, purchase requisitions, invoices, budget reports, meeting minutes, policies, procedures, codes, manuals, directories, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate. Operates a personal computer, transcriber, postage machine, general office equipment, or other equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet, database, presentation, e-mail, Internet, or other computer applications. Performs basic maintenance of computer system and office equipment, such as backing up data, replacing toner, or refilling paper; coordinates service/repair activities as needed. Maintains file system of various files/records for the department; prepares and sets up files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files; purges, shreds, or destroys confidential or obsolete documents; conducts records maintenance or destruction activities in compliance with guidelines governing record retention. Copies and distributes forms, reports, correspondence, and other related materials. Attends various meetings as needed. Performs other related duties as assigned. Qualifications QUALIFICATIONS Education and Experience: High school diploma or equivalent required, Associates Degree preferred; supplemented by three (3) years of previous experience and/or training involving secretarial work, basic bookkeeping, customer service, personal computer operations, data entry, record maintenance, and experience in specific area of assignment; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Public sector experience preferred. Licenses or Certifications: None Special Requirements: Requires an acceptable general background check to include a local and state criminal history check and drug and alcohol screenings. Knowledge, Skills and Abilities: Knowledge of modern office practices, methods, equipment, and standard clerical procedures. Knowledge of or ability to learn the department's rules, regulations, policies, and procedures. Knowledge of all municipal functions, contacts, and activities of various departments. Knowledge of use of proper grammar and spelling. Skill in operating a computer. Skill in oral and written communication. Skill in time management, organization, and people. Ability to learn, understand and apply the concepts, practices and procedures of the department. Ability to pay close attention to details. Ability to handle several projects simultaneously. Ability to understand and follow quickly and accurately oral and written instructions. Ability to prepare clear and concise reports and maintain accurate records. Ability to maintain alphabetical and chronological files. Ability to work independently without specific instructions. Ability to establish and maintain effective working relationships with City employees and the general public. Ability to provide excellent customer service to employees and vendors in person and by telephone. Ability to maintain complex records. Ability to have good judgment, tact and professionalism. Ability to multi-task with frequent interruptions. PHYSICAL DEMANDS The work is sedentary work which requires exerting up to 20 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Requires mental acuity including the ability to make rational decisions through sound logic and deductive processes, the ability to express ideas by means of the spoken word and have close visual acuity. WORK ENVIRONMENT Work is performed in a relatively safe, and secure work environment. The City of Fairburn is an Equal Opportunity Employer. To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. In compliance with the American Disabilities Act (ADA) reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential job functions. Prospective and current employees are encouraged to discuss accommodations with the employer.