SENIOR ADMINISTRATIVE ASSISTANT

JOB SUMMARY

Performs advanced secretarial and administrative work for the Facility Services Department and facilities employees as designated by the Director. Provides excellent customer service both internal and external. This position responsibilities include tact, discretion, diplomacy, initiative and independent judgment, as well as knowledge of City priorities and policies, administrative procedures, and departmental functions. This position is distinguished from other administrative positions in that the nature, scope, and diversity of responsibilities require a broader understanding of Facility functions and the competence to perform duties that require the exercise of discretion and independence with respect to matters of significance. This position reports to the Director of Facility Services.

ESSENTIAL JOB FUNCTIONS:

• Assist the Facility Services department with maintaining building needs at all city facilities to include janitorial, housekeeping, document shredding, elevators, HVAC, and other facility needs as needed.
• Manage internal and external facility work order systems to include reviewing requests, assigning responsibility, and following up as directed by the Director of Facility Services.
• Communicate with lease owners; to schedule maintenance and other issues in leased facilities as directed by the Director of Facility Services.
• Assist employees of the facility services department with travel requests, P cards (Bank of America), gas cards, and other documentation as needed.
• Answer phone calls and direct all incoming calls to the appropriate party promptly and efficiently.
• Coordinate and attend cross-departmental meetings to help facilitate communication on any facility, maintenance or safety issue and document accurate, concise meeting minutes for distribution and recordkeeping.
• Assist the Director and supervisors with coordinating and fulfilling routine service request and business matters.
• Perform special projects and department budget management as needed by the Director of Facility Services
• Prioritize multiple projects simultaneously and follow through in a timely manner
• Review and summarize miscellaneous reports and documents while maintaining files
• Schedule, coordinate and maintain calendar and appointments for both department and Director
• Coordinate complex meetings, appointments, and conference calls with both internal and external business partners, and assist in the design and preparation of presentations and other meeting materials
• Maintain security by following city policies and procedure in keeping an orderly, safe and clean receptionist area, offering assistance to employees or residents when needed while monitoring logbooks.
• Purchase supplies for the department including but not limited to business cards, specialty envelopes, paper and toner supplies
• Purchase department supplies and janitorial products
• Mail packages through FedEx as directed
• May occasionally work with the executive assistant in the planning of special events and meetings to include catering and room set up/break down.
• Coordinate with the Communications department concerning Facility Services events and publications or special announcements for both internal and external widespread communication.
• May help with interdepartmental mail pickup and drop-off needs
• May fill in occasionally for Administrative Assistant/Front desk at City Centre performing receptionist duties as needed,
• Perform all other job-related activities as assigned

MINIMUM REQUIREMENTS TO PERFORM WORK:

• Bachelor's degree from an accredited college or university in a related field.
• Minimum of Five (5) years or more of experience performing work related to the described duties; Or equivalent education, and/or experience.
• Must process a Georgia driver's license and be able to pass a background screening.

Knowledge, Skills and Abilities:

• Superior verbal and written communication skills.
• Exercises discretion and sound judgment, maintains confidentiality.
• Excellent organization and time management skills.
• Ability to multi-task effectively.
• Strong interpersonal skills, ability to work in a team environment when required, high degree of tact.
• Ability to work independently and proactively, demonstrates initiative.
• Exercise independent thinking and good judgment.
• Ability to interpret policies, administrative regulations, legislation and accurately explain to others.
• Ability to maintain confidentially and exercise considerable skill in handling sensitive information and data.
• Ability to prepare clear, concise, grammatically correct letters, memos, staff meeting minutes and other written documents.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is frequently required to sit; talk and hear; use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms.
• The employee is occasionally required to walk.
• The employee must occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required by this job include close vision and the ability to adjust focus.
• While performing the duties of this job, the employee sits in an office or computer room.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The employee regularly works in a normal office environment.
• The employee may perform some duties outdoors while conducting official business which will require limited local travel.
• Employee may be required to attend some evening and weekend meetings, and may be required to assist in special events.

The City has the right to revise this position description at any time, and does not represent in any way a contract of employment.

Salary : $46,788 - $74,861