What are the responsibilities and job description for the Administrative Assistant - Communications Department position at CITY OF MABLETON?
The Administrative Assistant serves as the operational coordination hub for the Department of Communications and provides administrative support that helps keep the department’s work organized, aligned, and on schedule. This position will help manage the flow of communications projects from initial request through final delivery, ensuring that requests are tracked, timelines are coordinated, materials are routed appropriately, and final products are distributed to the correct individuals. As the department’s first point of contact, this role will support communication and coordination among city departments, city leadership, and the communications team.
This position is critical to maintaining the department’s operational structure as communications activity continues to grow. The Administrative Assistant will help connect the work of the Communications Department team by supporting workflow management, project coordination, scheduling, documentation, and internal organization. The role allows communications staff to remain focused on strategy, content creation, and public engagement while ensuring the department’s many moving parts stay coordinated and efficient.
Essential Duties and Responsibilities:
- Serving as the first point of contact for the Department of Communications
- Tracking incoming communications requests and routing them appropriately
- Coordinating project timelines and helping keep deliverables on schedule
- Supporting workflow across the communications team to keep projects aligned
- Assisting with scheduling, calendars, meetings, and departmental organization
- Maintaining project records, documentation, and internal tracking systems
- Helping ensure final communications products are distributed to the appropriate parties
- Supporting operational coordination among city departments, city leadership, and communications staff
- Process invoices, purchase orders, and track department expenditures.
- Assist with budget preparation and financial reporting.
- Maintain and organize official municipal records in compliance with retention policies.
- Assist with records retrieval and archival processes.
- Communicate effectively with internal staff, elected officials, and external agencies.
- Coordinate the flow of information between departments and ensure timely follow-up on action items.
- Utilize various office software and municipal systems for word processing, spreadsheets, databases, and scheduling.
- Maintain office equipment and request maintenance or supplies as needed.
- Provide support on special projects, programs, or community initiatives as directed.
- Assist in compiling data and preparing reports for municipal presentations or public use.
- Handle sensitive information with discretion and maintain confidentiality at all times.
- Adhere to all municipal policies, procedures, and applicable laws and regulations.
- Perform other related duties as required.
Minimum Qualifications
- High School Diploma
- At least two (2) years of administrative or clerical experience, preferably in a government or public service environment.
- Proficiency in Microsoft Office Suite, Google Suite, and other relevant software.
- Valid Georgia Class C driver’s license. Verified upon hire
Knowledge, Skills, and Abilities
- Knowledge of modern office policies and procedures.
- Knowledge of customer service principles and practices.
- Knowledge of research and report preparation principles.
- Skill in the use of computers and job-related software programs.
- Skill in the operation of modern office equipment.
- Skill in oral and written communication.
Preferred Qualifications
Associates' degree in business administration, public administration or related field.
Salary : $25 - $35