Administrative Assistant - Mayor's Office

Position Summary: 

Under the direction of the Administrative Supervisor, the Administrative Assistant provides high-level administrative and clerical support to ensure the efficient operation of municipal departments. This position performs a variety of tasks including managing correspondence, scheduling meetings, maintaining records, preparing reports, and assisting with public inquiries. The Administrative Assistant serves as a key point of contact between municipal staff, elected officials, and the public, requiring strong communication, organizational, and customer service skills. This role demands discretion, attention to detail, and the ability to work independently in a fast-paced governmental environment.
Essential Duties and Responsibilities: 

• Perform general clerical duties including data entry, filing, photocopying, and scanning.
• Draft, proofread, and distribute correspondence, memos, agendas, and reports.
• Maintain accurate and up-to-date records, documents, and filing systems.
• Schedule and coordinate meetings, appointments, and events for department staff.
• Prepare meeting materials and take and distribute meeting minutes as needed.
• Serve as a primary point of contact for the public, answering phones, emails, and in-person inquiries.
• Provide accurate information or direct inquiries to appropriate personnel or departments.
• 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.

Additional Duties and Responsibilities:

The duties listed above are typical for this position, but incumbents may be required to perform additional tasks or duties based on business needs. These specifications outline the minimum qualifications necessary for entry and may not reflect the qualifications of incumbents within the position.
 

Minimum Qualifications

• High School Diploma or equivalent
• 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.

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

Associate’s degree in business administration, public administration, or a related field is preferred.