JOB SUMMARY

This position provides highly responsible administrative, secretarial and clerical assistance to assigned department head, ensuring effective and efficient office operations; represents the City to the public and provide 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.

ESSENTIAL JOB FUNCTIONS:

• Provides administrative and secretarial support to assigned supervisor, performing such duties as scheduling and coordinating meetings and appointments, researching and compiling data for reports and studies, composing and/or preparing routine and confidential reports and correspondence, making travel and accommodations arrangements for staff, etc.;
• Evaluates office operations and makes recommendations for changes in order to maintain office productivity and efficiency;
• Assists supervisor in planning and implementing various department programs, activities and services as assigned;
• Composes, prepares, types, copies, files, processes, mails and/or transmits various documents, which may include forms, correspondence, memos, presentation materials, reports, agreements, contracts, leases, press releases, etc.;
• Establishes and maintains the department’s filing system;
• Attends meetings; prepares meeting agendas and packets; prepares and distributes meeting minutes; provides administrative and clerical support to various committees, commissions and boards as required;
• May provide technical and clerical assistance in the preparation of assigned budgets; may assist in administering grants; may monitor expenditures, process invoices, reconcile accounts, and prepare related financial records and reports;
• Answers the telephone; provides accurate information to callers and/or forwards calls to appropriate personnel; takes messages as needed; greets and assists office visitors;
• Performs other routine clerical work, including but not limited to 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;
• Provides leadership of assigned clerical staff; offers training, advice and assistance as necessary;
• Procures office goods and services;
• Serves as the liaison between supervisor and others;
• 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; and
• Performs other related duties as assigned.

MINIMUM REQUIREMENTS TO PERFORM WORK:

• High school diploma or GED;
• Four (4) years of relevant prior experience;
• May be required to type 30 corrected wpm;
• Valid South Carolina Class “D” Driver’s License.