Lead Admin Assistant

Overview

This position provides highly responsible administrative, secretarial and clerical assistance in support of efficient and effective department operations, ensuring effective office operations; represents the City to the public and provides professional, courteous customer service at all times; and performs related duties as assigned. The incumbent works within a general outline of work to be performed and develops work methods and sequences under general supervision.

The work is sedentary with occasional walking or standing. It involves exerting up to 10 pounds of force on a recurring basis or routine keyboard operations. Required physical abilities include fingering, handling, hearing, mental acuity, repetitive motion, speaking, talking, visual acuity, and walking. The work environment involves no known environmental hazards and is safe and secure.

• Provides administrative and secretarial support to assigned supervisor, performing duties such as scheduling and coordinating meetings and appointments, researching and compiling data for reports and studies, preparing routine and confidential reports and correspondence, and arranging travel and accommodations for staff.
• Evaluates office operations and makes recommendations for changes to maintain office productivity and efficiency.
• Assists supervisor in planning and implementing various department programs, activities and services as assigned.
• Composes, types, copies, files, processes, mails and/or transmits various documents, including forms, correspondence, memos, presentation materials, reports, agreements, contracts, leases and press releases.
• Establishes and maintains the department’s filing system.
• Attends meetings; prepares meeting agendas and packets; prepares and distributes meeting minutes; provides administrative support to committees, commissions, and boards as required.
• May provide technical and clerical assistance in budget preparation, grant administration, monitoring expenditures, processing invoices, reconciling accounts, and preparing related financial records and reports.
• Answers telephone calls, provides accurate information to callers, forwards calls to appropriate personnel, takes messages, greets and assists office visitors.
• Performs other routine clerical work, including copying and filing documents, sending and receiving faxes, entering and retrieving computer data, preparing spreadsheets, assembling materials, ordering supplies, processing daily mail, maintaining lists and logs, etc.
• Receives, researches and responds to inquiries, requests for assistance and concerns from other City departments, agencies, organizations, professionals and the public; assists supervisor in coordinating department activities with those of other departments and agencies as appropriate.
• May provide leadership of assigned clerical staff; offers training, advice and assistance as necessary.
• May perform specialized duties peculiar to assigned department.
• Coordinates and/or participates in special projects as assigned.
• Attends staff, committee and City meetings as required; may represent supervisor at various meetings as requested.
• Attends training, meetings, seminars and/or workshops to enhance job knowledge and skills.
• Performs other related duties as assigned.

• High school diploma or GED.
• Three (3) years of relevant prior experience.
• Ability to type 30 corrected words per minute.
• Valid South Carolina Class “D” Driver’s License.

• Basic arithmetic and ability to calculate ratios, rates and percentages.
• Ability to gather, organize, analyze, examine, or evaluate data or information and prescribe action based on such data.
• Ability to provide information, guidance or assistance to facilitate task completion; may give directions or assignments to helpers or assistants.
• Ability to operate machines, tools or equipment such as computers, fax machines, copiers, and telephones; may service office machines.
• Ability to perform skilled work involving rules/systems with constant problem‑solving.
• Ability to read technical instructions, procedures, manuals and charts to solve practical…