Administrative Assistant - Transit
Government Jobs, Fayetteville, NC, United States
Administrative Assistant
The City of Fayetteville is currently recruiting for an Administrative Assistant in our Transit Department to perform a wide variety of responsible office support work in carrying out the day-to-day clerical and administrative activities in support of the operations of the department. Positions in the administrative assistant role serve as the principal office/administrative support for a manager (Division Head/Assistant Director) requiring considerable knowledge of the work environment and of the work performed by the manager, and function as an extension of a manager. The organizational placement, the extent of authority delegated to the administrative assistant, and the degree to which the administrative assistant can act on a manager's behalf are crucial elements in the administrative assistant role.
Essential Duties & Responsibilities
The following is a general summary of the essential duties and responsibilities. This list is not all-inclusive.
Screen incoming mail, visitors and telephone calls and route as appropriate based on information obtained; assist the public by providing information concerning services provided, explain policies and procedures requiring interpretation of policies, procedures, and guidelines; resolve problems within area of assignment requiring research of background information.
Serve as a liaison between department and other internal departments and/or external agencies; contact the public and outside agencies for the purpose of obtaining, clarifying, and providing information, and making referrals.
Schedule, arrange, and coordinate division activities, meetings, conferences, travel and various events; maintain calendar of activities and resolve any conflicts in scheduling; may coordinate special events and activities for the department and/or preparation and dissemination of invitations for elected officials.
Establish and maintain a variety of records, reports, logs and files; develop reports concerning new or ongoing programs and program effectiveness; gather and compile information for various reports to include statistical reports.
Participate in administrative duties relating to the area of assignment; compose and edit a variety of general correspondence, comprehensive reports, minutes of meetings and agendas; verify accuracy of information, research discrepancies and record.
Participate in the preparation of the division and/or department budget and in monitoring expenditures.
Requisition supplies and materials as required; may monitor the issuance and return of department tools, equipment, and related materials; process invoices and statements for payment.
Operate a variety of office equipment including copiers, facsimile machines and computers; input and retrieve data and text; organize and maintain disk storage and filing.
Provide guidance, direction and review work of office support staff assigned to the various units reporting to the division; may train employees on specialized software applications.
Establish and maintain a personnel file structure; determine record retention and destruction requirements; oversee filing procedures.
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: Three 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 & CERTIFICATIONS: Required: None. Preferred: Commissioned by the State of North Carolina as a Notary Public; Microsoft Office certification; Basic Office Skills certification. 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 clerical tests which may include but not limited to: Proofreading, MS Excel, Outlook, and MS Word, with the selected candidate being subject to a pre-employment drug screen, background check and driving history check.
The City of Fayetteville is currently recruiting for an Administrative Assistant in our Transit Department to perform a wide variety of responsible office support work in carrying out the day-to-day clerical and administrative activities in support of the operations of the department. Positions in the administrative assistant role serve as the principal office/administrative support for a manager (Division Head/Assistant Director) requiring considerable knowledge of the work environment and of the work performed by the manager, and function as an extension of a manager. The organizational placement, the extent of authority delegated to the administrative assistant, and the degree to which the administrative assistant can act on a manager's behalf are crucial elements in the administrative assistant role.
Essential Duties & Responsibilities
The following is a general summary of the essential duties and responsibilities. This list is not all-inclusive.
Screen incoming mail, visitors and telephone calls and route as appropriate based on information obtained; assist the public by providing information concerning services provided, explain policies and procedures requiring interpretation of policies, procedures, and guidelines; resolve problems within area of assignment requiring research of background information.
Serve as a liaison between department and other internal departments and/or external agencies; contact the public and outside agencies for the purpose of obtaining, clarifying, and providing information, and making referrals.
Schedule, arrange, and coordinate division activities, meetings, conferences, travel and various events; maintain calendar of activities and resolve any conflicts in scheduling; may coordinate special events and activities for the department and/or preparation and dissemination of invitations for elected officials.
Establish and maintain a variety of records, reports, logs and files; develop reports concerning new or ongoing programs and program effectiveness; gather and compile information for various reports to include statistical reports.
Participate in administrative duties relating to the area of assignment; compose and edit a variety of general correspondence, comprehensive reports, minutes of meetings and agendas; verify accuracy of information, research discrepancies and record.
Participate in the preparation of the division and/or department budget and in monitoring expenditures.
Requisition supplies and materials as required; may monitor the issuance and return of department tools, equipment, and related materials; process invoices and statements for payment.
Operate a variety of office equipment including copiers, facsimile machines and computers; input and retrieve data and text; organize and maintain disk storage and filing.
Provide guidance, direction and review work of office support staff assigned to the various units reporting to the division; may train employees on specialized software applications.
Establish and maintain a personnel file structure; determine record retention and destruction requirements; oversee filing procedures.
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: Three 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 & CERTIFICATIONS: Required: None. Preferred: Commissioned by the State of North Carolina as a Notary Public; Microsoft Office certification; Basic Office Skills certification. 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 clerical tests which may include but not limited to: Proofreading, MS Excel, Outlook, and MS Word, with the selected candidate being subject to a pre-employment drug screen, background check and driving history check.