What are the responsibilities and job description for the ADMINISTRATIVE ASSISTANT (CITY CLERK'S OFFICE) - 1125 position at City of Greenville (SC)?

Job Summary

Under regular direction and in compliance with standard operating procedures and policies, performs diverse administrative and clerical duties in support of the City Clerk’s Office. Ensures high level customer service by acting as a receptionist, handling general phone calls, emails, correspondence and visitor assistance. Provides administrative and legislative support to office staff and City Council, including document preparation, scheduling meetings and events, financial and budgetary assistance, and weekly agenda packets and calendars preparation and posting as required under the Freedom of Information Act (FOIA). Supports City Council meeting preparation and offers administrative assistance during meetings, as necessary. Provides boards and commissions support. Assists in collecting, filing and maintaining legislative history including ordinances, resolutions, formal minutes, agenda packets, indexes, Code of Ordinances, minutes and attendance records. Performs research requests for both internal and external customers. Attends City Council meetings as required, which may extend into the evening.

Essential Functions

Essential Functions	% of Time
Perform Customer Service: Act as a receptionist for the City Clerk’s Office. Answer telephones and respond to various requests for information from internal and external customers. Greet individuals entering the office. Pick up and distribute incoming mail as well as ensure that outgoing mail is processed properly. Order and maintain adequate office supplies and promotional items. Review and collect relevant media and news articles pertaining to the City.	30%
Provide Administrative and Legislative Support: Perform diverse administrative duties in support of various City Clerk Office functions. Assist with scheduling City Council members for meetings and events and respond to requests on their behalf. Assist in assembling City Council meeting agenda packets, prepare weekly meeting calendars, and issue public notice of meetings and agendas as required under FOIA. Assist with setting up and cleaning up meeting facilities for City Council meetings. Assist with special committees established by City Council; prepare and type correspondence, emails, legislative documents such as ordinances, resolutions and minutes, presentations, reports, and other such documents as necessary; and accept legal documents and petitions on behalf of the City. Assist with providing notification of approved annexations and abandonments to utilities and agencies as required by state law. Assist with processing payments and auditing the budgets of City Council and City Clerk’s Office for accuracy. Assist with attending City Council meetings and transcribing minutes as directed.	30%
Provide Boards and Commissions Support: Assist in posting calendars and meeting agendas as required under FOIA. Assist with collecting minutes and attendance records of the City’s Boards and Commissions. Assist in preparing correspondence to applicants and appointees, scheduling interviews, and confirming appointment recommendations. Assist in preparing memorandums and supporting documents for City Council review as directed. Assist in reviewing new applications and validating residency.	20%
Provide Archives and Records and Retention Management Support: Assist in collecting, filing and maintaining legislative history including ordinances, resolutions, formal minutes, agenda packets, indexes, Code of Ordinances, minutes and attendance records of City Boards and Commissions and other such records as requested by the City Clerk. As directed, perform research requests for both internal and external customers. Assist in auditing current and archived records for accuracy. Assist in digitizing and organizing manual records and meeting the retention schedule for municipal records as required by the South Carolina Department of Archives and History (SCDAH). Assist in filing supplements to the City’s Code of Ordinances.	20%

Perform other duties as assigned.

Job Requirements

Associate degree in administrative office, business, secretarial or related field.

Over two (2) years of experience in a secretarial or administrative assistant role.

Any equivalent combination of education, training, and experience, which provides the requisite knowledge, skills, and abilities for this job, may be substituted for evaluation at the discretion of City management.

Preferred Qualifications

International Institute of Municipal Clerks(IIMC) Certified Municipal Clerk Certification (CMC) and/or Municipal Association of South Carolina (MASC) Municipal Clerk Training Institute graduate within two (2) years of employment.

Driver's License Requirements

Valid South Carolina Class D Driver's License.

Performance Requirements

Knowledge of:

Policies, regulations, procedures, and functions to the department to which assigned.

Standard office practices and equipment.

Computer research techniques, methods, and procedures.

Pertinent federal, state, and local laws, codes, and regulations.

Legal requirements related to open meetings, public records, and related record keeping requirements and maintenance.

Methods and techniques of public meeting agenda preparation and notification requirements.

Principles and practices used in recording, transcribing, and maintaining public meeting minutes.

Principles and practices of customer service.

Ability to:

Perform clerical and administrative duties in support of the City Clerk’s Office.

Establish and maintain effective working relationships with City Council, City Manager, department directors, board and commission members, City staff, and the public.

Communicate clearly and concisely, both orally and in writing, in a respectful and knowledgeable manner.

Use effective judgement in discussing and resolving customer related issues consistent with City and department policies and procedures.

Maintain excellent organization and attention to detail; maintain complex records using a variety of source materials.

Handle and maintain confidentiality of information.

Understand and follow complex oral and written instructions.

Work with frequent interruptions and changes in priorities.

Read papers, periodicals, journals, manuals, and policies.

Prepare written reports, summarize meeting minutes, and compose emails, business letters, and various correspondence in a clear and professional manner.

Make basic mathematical calculations, track and reconcile expenditures, as well as ensure accuracy of invoices and other related documents.

Operate general office equipment to include scanner, printer, copier, telephone, and computer with Microsoft Office Suite.

Utilize specialized software systems in performance of job duties which include work management system, archival records program, board and commission applications, mapping system, and purchasing and financial systems.

Adapt to changing technologies and learn functionality of new equipment and systems.

Working Conditions

Primary Work Location: Office environment.

Protective Equipment Required: None.

Environmental/Health and Safety Factors:
Relatively free from unpleasant environmental conditions or hazards.

Physical Demands:
Constantly requires fine dexterity, sitting, handling/grasping, vision, and hearing. Frequently requires talking, standing, walking, climbing, and foot controls. Occasionally requires lifting, carrying, reaching, kneeling, pushing/pulling, bending, crouching and stooping, and twisting. Sedentary strength demands include exerting up to 10 pounds occasionally or negligible weights frequently; sitting most of the time.

Mental Demands:
Frequently requires time pressures, frequent change of tasks, irregular schedule/overtime, performing multiple tasks simultaneously, working closely with others as part of a team, tedious or exacting work and noisy/distracting environment. Occasionally requires emergency situations.

Americans with Disabilities Act Compliance

The City of Greenville is an Equal Opportunity Employer. To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions. Prospective and current employees should contact Human Resources to request an ADA accommodation.

Disclaimer

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

Salary : $44,512 - $56,472

Apply for this job

Receive alerts for other ADMINISTRATIVE ASSISTANT (CITY CLERK'S OFFICE) - 1125 job openings

ADMINISTRATIVE ASSISTANT (CITY CLERK'S OFFICE) - 1125

What are the responsibilities and job description for the ADMINISTRATIVE ASSISTANT (CITY CLERK'S OFFICE) - 1125 position at City of Greenville (SC)?

What is the career path for a ADMINISTRATIVE ASSISTANT (CITY CLERK'S OFFICE) - 1125?

Job openings at City of Greenville (SC)

Not the job you're looking for? Here are some other ADMINISTRATIVE ASSISTANT (CITY CLERK'S OFFICE) - 1125 jobs in the Greenville, SC area that may be a better fit.

We don't have any other ADMINISTRATIVE ASSISTANT (CITY CLERK'S OFFICE) - 1125 jobs in the Greenville, SC area right now.

AI Assistant is available now!