An Office or Administrative Assistant performs administrative work in an office. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails, routes mail and maintains calendars and schedules.
The purpose of this classification is to perform administrative support duties for the Communications Division of the Clayton County Board of Commissioners Office. The position is responsible for all administrative duties for distribution to citizens as it relates to the Clayton County Board of Commissioners; as well as executing correspondence for events and promotions through various communications channels, which includes, but is not limited to traditional means and social media for outreach. The position reports to the Office of Communications-Communications Administrator.
ESSENTIAL FUNCTIONS
The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned. Prepares a variety of correspondence, postings, documents, records, reports, and forms or reports for the division. Enters information into departmental programs and databases; updates database information, creates spreadsheets/files; maintains budget updates and review. Prepares folders; maintains files; makes photocopies, distributes files and/or information as requested. Answers telephones and provides/directs for assistance; convey messages in a timely manner. Makes correspondence updates for website, social media including Twitter, Instagram and Facebook, and other digital correspondence on a consistent and timely basis and other communications channels. Works closely with management staff on information dissemination strategies, activities, and programs including meet and greets, events and activities, placing orders/catering, set-up and break-down. Assists in drafting, maintaining, and updating collateral and marketing materials requests; maintains department calendar, meeting notes, obtain quotes, maintain balances for budgets, inquiries for supplies or needs for the offices. Assists with dissemination and upload of correspondence and postings to the government access television station/channel. Assists with developing, coordinating, and promoting special events and activities generated by the Board of Commissioners and the County's Departments. Provide assistance in assembling and gathering information for press releases and media material for distribution on the local, national, and international correspondence. Assists and maintain schedules; Performs tasks requiring knowledge of a variety of standard computer applications such as Microsoft Office, Adobe Creative Suite, telephone operation, facsimile machine, photocopiers, scanners, and email marketing. Performs other related duties as required. Must be flexible to work evening, weekend, and special meet and greet events/activities. Must have excellent attendance, customer service skills, and high attention to detail, accuracy and report to work on time daily. Maintains department/program references, vendor lists, code books, training manuals, standard operating procedures, prepares and receives outgoing mail and contact lists; makes appointments, prepares agenda items, AV requests, makes travel arrangements, handles financial input and requests for checks, requisitions, invoices, quotes, expenditures/balances, purchasing and research to create reports or responses.
MINIMUM QUALIFICATIONS
High School diploma or GED; associate degree in Public Administration, Business, Accounting, Communications preferred or closely related field preferred. Two (2) years of experience in administrative support, customer service, public relations, and/or marketing work; preference given for previous local government experience; must have excellent communications skills, both written and verbal; must have the ability to prioritize and effectively work on multiple projects simultaneously, under pressure with tight deadlines; must be able to establish positive relationships with constituents, media, or other representatives. Must possess and maintain valid Georgia driver's license. Hours are for Monday - Friday from 8 a.m. to 5 p.m. Tasks require the ability to exert moderate physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials weighing at least 40 pounds. Tasks may involve extended periods of time at a keyboard or workstation, or standing during trade shows and events. Some tasks require the ability to perceive and discriminate sounds and visual cues or signals. Some tasks require the ability to communicate orally.
SELECTION PROCEDURE
Selection will be made from a register of eligible applicants that may be established by education, work experience, test score, personal interview, credit check, criminal history, driving history (copy of driver's license may be required), drug screen, and/or physical examination.
TO APPLY
Applications may be submitted on-line at our County Website until the position is filled. Clayton County, Georgia, is and Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
