Administrative Assistant; Public Works

Overview

Typing test required prior to application submission. The applicant must  to complete a typing test or submit a typing test completed within the last 12 months with NCWorks. Must be able to type 45 words per minute in order to apply. Please submit your typing test as an attachment with your online application. Applications will not be considered until a typing test is received.

Performs difficult skilled clerical and intermediate administrative work providing administrative and office management assistance to a City executive; work is performed under regular supervision. Supervision may be exercised over subordinate personnel.

• Receiving calls and callers for the department director and associated staff; ascertain nature of business; receive and respond to inquiries and complaints; provide information; forward calls or direct visitors to appropriate party.
• Answer questions and respond to inquiries or complaints on departmental operations, policies, and procedures.
• Maintain employee and personnel records, review records for accuracy; schedule and track evaluation process.
• Assist with processing accounts receivable, accounts payable, payroll, budgetary and other financial data; reconcile invoices with payment vouchers; perform calculations and post to statistical and other records.
• Prepare and maintain a variety of office files, accounts, and other records; assist with budget process; compile information and verify data; prepare a variety of reports.
• Takes and transcribes dictation; type a variety of documents including correspondence, forms, reports, purchase orders, requisitions, resolutions, ordinances, proclamations, meeting minutes, agendas, and related documents; compose correspondence independently.
• Undertake special projects as assigned by department director.
• Maintain supervisor’s calendar, schedule appointments, respond to invitations and schedule interviews.
• Assist in the processing of IT Helpdesk requests; prepare/review reports of Helpdesk orders.
• Process service requests; prepare work orders; receive, receipt and deposit various revenues.
• Maintain inventories and order supplies; assist in the maintenance of the department website and other social media interfaces.
• Train and oversee subordinate clerical personnel; participate in recruitment and selection of employees where applicable.
• Attend meetings, compile and type agenda; prepare minutes of meetings; prepare files and forward action needs to proper department or resource.
• Set up, supervise, and ensure the maintenance of filing systems; oversee records retention management; develop office procedures.
• Retrieve, open, stamp, and distribute mail; run errands as necessary.
• Perform related tasks as required.

Thorough knowledge of standard office practices, procedures, equipment and secretarial techniques; thorough knowledge of business English, spelling and arithmetic; thorough knowledge of the organization and functions of the department and of general administrative policies and practices; ability to keep office records and to prepare accurate reports from file sources; ability to perform and organize work independently; ability to type and transcribe dictation and recordings at a rate of 45 words per minute;

ability to prepare effective correspondence on routine matters and to perform routine office management details without referral to supervisor; skill in the operation of standard office equipment including transcribing equipment and recorders; ability to operate word, desktop publishing and spreadsheet software packages; ability to establish and maintain effective, working relationships with associates and the general public and to deal with public relations problems courteously and tactfully.

Education and Experience
Any combination of education and experience equivalent to graduation from high school and extensive experience in secretarial and office work in the office of an executive.

Possession of an appropriate driver’s license valid in the State of North Carolina. May require possession of Notary Public licensure.

The City is an Equal Opportunity Employer.