Job Description
Salary : $33,488.00 Annually
Location : Aiken, SC
Job Type: Full-Time
Department: City Manager's Office
Division: City Manager's Office
Opening Date: 09/05/2024
Closing Date: 9/21/2024 11:59 PM Eastern
Description The City of Aiken is accepting applications for an Administrative Assistant to join the City Manager's Office department.
Examples of Duties - Performs receptionist duties; greets public entering office and offers assistance; answers telephone and takes messages, forwards to appropriate party, or responds to questions, concerns, or complaints from knowledge of departmental procedures
- Coordinate with the City Clerk, Secretary, and Senior Workers to ensure adequate coverage of reception areas; when requested, trains workers in operation of equipment
- Types correspondence, speeches, proclamations, memoranda, reports, minutes, briefs, appeals, and other documents pertinent to the department from written notes, verbal instruction, or tape; proofreads and corrects documents; composes letters, memoranda, reports, and procedures. Provides staff support to boards, committees and commissions as assigned
- Develops and maintains cooperative relationships with other City departments, outside vendors, and the general public contacted in the course of work; attends meetings; prepares correspondence, minutes, and other documents as needed
- Organizes, develops, and implements procedures for recording and filing various forms and reports; maintains filing systems; cross indexes and files documents and correspondence alphabetically, numerically, or by other designated classification
- Receives and resolves citizen requests, problems, or complaints; works with division heads to resolve problems. Acts as receptionist to ensure expedient and accurate response to members of the public. Ensures any needed follow-up is completed. Provides regular reports and/or updates of any such inquiries received to City Manager's Office or other relevant department
- Oversees mail services for the City; implement processes and direct staffing accordingly
- Provides administrative support to various commissions and committees; prepares agenda packets; schedules and sets up room; attends meetings; tapes and transcribes minutes
- Provides help to the City Clerk; files, indexes, and preserves all official records; conducts research with City archives and records for CMO and other departments upon request
- Provides support in purchasing and accounting processes as directed (preparation and approval of requisitions, etc.)
- Assists with preparation of departmental budget as needed; types and assists in compiling monthly, annual, statistical, and related reports
- Assists with special projects and events to relieve executive staff of administrative detail; monitors projects to completion to ensure accuracy and completion
- Conducts and maintains an inventory of office supplies and stock; orders supplies as needed and requested
Other responsibilities: - Sorts and routes incoming mail; processes outgoing mail
- Makes copies of documents and reports
- Schedules and maintains calendars for City Manager's Office personnel
- Other duties as assigned
Minimum Qualifications - High School diploma or equivalent and two-year college or technical/vocational school degree
- Four to five years of progressively responsible clerical experience; or any equivalent combination of education and experience which provides the required knowledge, skills, and abilities
- Valid state issued driver's license in good standing
- Experience with filing systems, databases, and automated records management software and proficiency in both basic office such as Microsoft Word, Excel, and Outlook and higher-level software such as Laserfiche
- Skills in operating and routine maintenance of general office equipment such as copiers, calculator, FAX machines, and telephone systems
- Interpersonal skills necessary to be pleasant and helpful to citizens and vendors, and courteous of fellow employees while performing duties
Supplemental Information This position is subject to a criminal background check for any convictions directly related to its duties and responsibilities. Only job-related convictions will be considered and will not automatically disqualify the candidate. The City of Aiken is an Equal Opportunity Employer and a drug-free workplace.
Full-time Benefits include: Medical, Vision, and Dental insurance, life insurance (5x salary), flex health spending account, short term disability, an employee wellness program, paid vacation and sick leave, paid holidays, paid parental leave, participation in a Defined Contribution 401(a) Retirement Plan, and South Carolina Deferred Compensation Program.
Paid Holidays include: - New Year's Day
- Martin Luther King Day
- Good Friday
- Memorial Day
- Independence Day
- Labor Day
- Thanksgiving Day
- Christmas Eve
- Christmas Day
- Employee's Birthday
- Floating holiday (must be on payroll prior to January 1st )
Retirement Full-time employees participate in the Defined Contribution 401(a) Retirement Plan. After one year of employment, the employee will begin contributing 6% to the Plan, with the City making a matching 6% contribution. Employees are fully vested after 5 years of service.
Job Tags
Holiday work, Full time, Temporary work, Christmas work, New year,