City of Augusta, GA is hiring: Executive Assistant II in Augusta

Salary: $48,554.00 Annually

Location : Augusta, GA

Job Type: Full Time Permanent

Job Number: 201203662

Department: ADMINISTRATION

Opening Date: 10/23/2024

Closing Date: Continuous

DESCRIPTION

This is a professional administrative position performing a variety of highly complex administrative support functions to ensure effective operation and management of the Administrator's Office. Duties include conducting research, project management, preparing statistical reports and handling information requests along with the day-to-day clerical functions such as calendar control and preparation of agendas and correspondences for the Administrator and designated staff. This position reports to the Administrator or designee and works with the Deputy Administrators, Mayor, Commissioners, General Counsel, Directors, Judicial/Governmental officials, and the public. In this environment, client relations are extremely sensitive and considered critical to the operation of the organization at the highest executive level of government, wherein duties must be performed with a high degree of professionalism, maturity and discretion.
PRINCIPAL DUTIES AND RESPONSIBILITIES

• Responds to inquiries in person, via telephone, or email, and directs constituents to the appropriate personnel. Creates, proofreads, edits, and formats a variety of documents, spreadsheets, reports, and presentations with accuracy; disseminates information accurately by reading, researching, and routing correspondence appropriately; obtains documents to independently distribute, prioritize, and organize for the office and the Administrator; performs special projects and other duties as assigned.
• Relieves management staff of routine administrative tasks; screens telephone calls, mail, and other communications and initiates appropriate action/response; records dictation; types, composes, edits, or proofreads correspondence on behalf of management staff; records and/or transcribes correspondence, statements, minutes, or other information; and keeps management informed of significant matters, messages, documentation, or other information; schedules and confirms appointments, meetings, interviews, conferences, training activities, or other activities; updates calendar on a regular basis; and notifies parties involved of changes.
• Welcomes guests, customers, elected officials in a very courteous and professional manner by greeting them in person or on the telephone; answers and directs inquiries; provides information to callers; coordinates office communication by relaying messages to staff and disseminates information to staff.
• Assists leadership team with preparation for Commission Meetings; assists Commissioners/Elected Officials with agenda items, reports, researching and providing information for various purposes to include departmental activities, programs, functions and/or events; performs high level of interaction with the Community and Community Leaders.
• Assists with office budget preparation; prepares requests for payment and enters purchase orders and requisition information into the Central Square system; monitors expenditures and works with the departmental budget.; maintains records of vacation and sick leave for the Administrator's staff within the ADP timekeeping system; monitors contracts assigned to the Administrator's Office; maintains open record requests log.
• May be required to assist with the preparation of monthly newsletters for the organization utilizing strong research and editing skills with a high level of English language proficiency. Assists with posting of publications on the organization's website.
• Performs other duties as assigned by the Administrator and other office leadership.

MINIMUM REQUIREMENTS

Education: Associate's degree in Administrative Services, Office Administration, or related field or High School Diploma/GED with equivalent experience.

Experience: Three (3) years of complex administrative experience as an executive assistant, administrative secretary, or office manager to executive level management. Advanced experience or training in personal computer use with Microsoft Office software or five (5) years' experience with a High School Diploma.

Preferred: Experience in a municipal government environment.

Knowledge/Skills/Abilities:

• Excellent calendar management skills, including the coordination of complex executive meetings
• Administrative writing skills, reporting skills, supply management, scheduling, organization, time management, travel logistics, verbal communication. Strong organizational, administrative, communication and problem-solving skills
• Ability to maintain customer confidence and protects operations by keeping information confidential
• Experience assisting management with the creation of PowerPoint presentations
• Strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook
• Demonstrated ability to successfully create and/or modify processes
• Demonstrated ability to schedule travel arrangements for management
• Vast knowledge of government operations and day to day activities
• Excellent communication skills both written and oral
• Strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook
• Strong interpersonal skills

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job.

Augusta-Richmond County's comprehensive benefit package includes:

Vacation

Holiday

Sick

Medical

Dental

Vision

Life

Long-Term Disability Insurance

Pension

For a more detailed overview of our benefit package, please visit our website below:

01

The answers you provide to the supplemental questions will be used to conclude if you meet the minimum qualifications and requirements for this position. Responses relating to your specific work experience and education MUST clearly reflect the requirements shown in the areas for work history and education on your application. Your application must be completed in full before it is submitted. Additional information may not be accepted after your application has been submitted. Do you accept these terms?

• Yes
• No

02

Are you a current employee of Augusta Richmond County?

• Yes
• No

03

To be eligible to apply for a posted position, a current employee must have performed competently for at least six (6) months in his/her current position. If you are a current employee of Augusta Richmond County, have you been in your current position at least six months?

• Yes
• No
• This question does not apply to me.

04

If you are a current Augusta Richmond County employee, have you received a written reprimand, disciplinary probation, or suspension in the last twelve (12) months? (Informal warnings excluded)

• Yes
• No
• This question does not apply to me.

05

Which of the following best describes your level of education? (Please upload transcripts before submitting your application.)

• No High School Diploma or GED
• High School Diploma or GED
• Some College
• Associate's degree
• Bachelor's degree
• Master's degree

06

This position requires the incumbent to have three (3) years of complex administrative experience as an executive assistant, administrative secretary, or office manager to executive level management. Advanced experience or training in personal computer use with Microsoft Office software is required. Do you meet this requirement? (Experience and Education must be evident on application in order to be considered.)

• No experience
• Less than one year of experience
• One to two years of experience
• Three to four years of experience
• Five or more years of experience

07

(Preferred) Do you have experience in a municipal government environment?

• Yes
• No

Required Question