Senior Administrative Assistant Position Available In Camden, Georgia

Senior Administrative Assistant City of St Marys Saint Marys, GA 31558

JOB SUMMARY :

Supervises staff and performs a variety of complex administrative functions in support of an executive level position or department director.

Examples of duties include:

coordinating department work orders and requests; maintaining personnel files and processing related paperwork; handling inquiries; completing department fiscal functions; assisting in preparing and tracking the budget; and preparing payroll/entering information. As a municipal organization, the City of St. Marys is an emergency provider of services. Some emergency situations, including weather related emergencies, may necessitate City of St. Marys employees to assist in areas of work which may not be directly related to the employees specific job function, but which will be within the physical capabilities, training, and skills of the employee.

ESSENTIAL JOB FUNCTIONS

: (All responsibilities may not be performed by all incumbents.) Carries out supervisory responsibility in accordance with policies, procedures and applicable laws including: interviewing, hiring and training staff; planning, assigning and directing work; appraising performance; rewarding and disciplining employees; scheduling training and testing; and addressing complaints and resolving problems. Coordinates department functions, including: receiving and relaying messages concerning utility problems; completing work orders; issuing, reviewing and processing purchase orders and requisitions; obtaining price quotes; coordinating utility line requests; and maintaining various logs. Oversees human resources functions, including: researching applicable laws, legislation, etc., and disseminating information/updates; creating and ensuring the publishing of job vacancies; reviewing applications and making recommendations for interviews; scheduling, attending and keeping accurate notes/files of interviews; making hiring recommendations; receiving human resources-related documents and filing same; reviewing evaluations forwarded to the City Manager and noting comments for review; and receiving and investigating employee claims of harassment, discrimination and other related issues. Maintains all personnel records, including: preparing job vacancy postings; scheduling appointments/interviews; entering new employee information; issuing uniforms; preparing required forms; and assisting employees in completing various forms. Maintains and processes payroll information, including: maintaining attendance records; compiling time sheet information; monitoring leave hours; and separating and distributing checks. Oversees functions of computerized fuel system, including: encoding and updating keys; generating reports; and submitting accounts payable information related to fueling cost. Formats and types letters, memos, labels, reports, or other correspondence on a computer or typewriter and proofs correspondence and related documents of staff. Composes correspondence in accordance with standard policies; answers various inquiries; explains policies and procedures and arranges appointments; processes orders and updates manuals; processes routine and non-routine matters independently. Orders office supplies to maintain sufficient inventory for office use; maintains inventory records on all equipment and vehicles. Assists in preparing and monitoring the budget, including: making recommendations; preparing forms; typing, calculating, and coordinating completion of budget; maintaining/tracking budget accounts/records throughout year; balancing and reconciling budget; preparing quarterly financial reports and related spreadsheets; preparing transfer memos; and attending budget meetings/hearings. Prepares complex, routine and non-routine reports utilizing a variety of software; receives, sorts, and summarizes material for the preparation of reports; prepares work reports; relays and interprets administrative decisions, policies and instructions. Maintains and processes permits, including: processing applications for permits; issuing permits; entering information into computer system; and maintaining related records. Interacts with a variety of high level individuals, both internally and within the community to provide information, disseminate departmental information and assist in resolving administrative issues. Reports administrative and/or operational problems to supervisor. Processes accounts payable and accounts receivable information, including; reviewing invoices, generating billing information; entering information into computer system; preparing purchase orders; generating and distributing checks; reconciling statements; and tracking unpaid invoices. Receives, reviews and processes all financial records, funds and transactions, assuring accuracy and adherence to policy. Composes confidential correspondence and maintains files associated with same. Coordinates and schedules appointments, meetings, or reservations at the request of staff; prepares the location, photocopies materials and prepares agendas. Relieves officials of routine administrative details such as checking operating reports for accuracy and conformance to policies and standards; monitoring and communicating departmental policies and procedures, and updating publications for final approval. Takes policy, service and information requests relating to department activities and refers to proper staff for processing and providing information; updates and maintains service and information requests through complex record keeping; performs reference and statistical work on computers; maintains and files confidential and other specialized reports. Opens, stamps, sorts, and distributes incoming mail. Enters and retrieves a variety of complex information into a computer terminal. Uses a two way radio to respond to and disseminate information. Photocopies reports, memos, and other various documents for requesting parties; develops various forms. May deal with sensitive and confidential personnel matters at the direction senior level staff and/or the department director. Disseminates a variety of information and/or reports to various agencies, division, or departments via telephone, mail, email or FAX. Answers telephones takes messages, screens calls, provides information to callers, receives citizen complaints, and directs calls and messages to appropriate person. Interviews, screens, greets visitors and directs them to the appropriate area or individual; may answer various inquiries personally; provides information on departmental services and functions. May serve as backup for other positions within the department. Monitors GCIC for hits. Performs other related duties as assigned.

MATERIAL AND EQUIPMENT USED

: Personal Computer and/or Terminal Computerized Fueling System General Office Equipment Two-Way Radio Multi-Line Phone