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 part-time Administrative Assistant performs bookkeeping, financial recordkeeping, administrative, and customer-service activities in support of the Public Works Department. This position assists with the accurate and timely processing, organization, and maintenance of department financial and operational records; supports purchasing and vendor coordination; and provides responsive administrative support to the Public Works Director and department staff. This position reports directly to the Public Works Director and performs duties in accordance with City policies, procedures, and applicable laws and regulations. The Administrative Assistant shall be committed to the City's mission, vision, and values and demonstrate ethical conduct, accuracy, confidentiality, individual initiative, accountability, and responsive service. The position requires sound judgment, attention to detail, effective communication, and the ability to work independently while collaborating with City departments, vendors, employees, and the public. Essential Job Functions Maintain accurate and organized bookkeeping and financial records for the Public Works Department. Process, code, organize, and maintain invoices, receipts, purchase orders, statements, and other supporting documentation in accordance with City procedures. Assist with accounts payable and accounts receivable activities, including verifying documentation, preparing items for payment, tracking outstanding items, and following up on discrepancies. Reconcile department records, purchasing-card activity, vendor statements, and other financial information as assigned; identify and report discrepancies to the Public Works Director or appropriate City staff. Assist with monitoring department expenditures, purchase orders, contracts, and budget balances; prepare routine budget and expenditure reports for review. Maintain current vendor, service-provider, and contract files and assist with obtaining quotes, purchase documentation, certificates, and other required records. Prepare and maintain spreadsheets, logs, reports, correspondence, forms, and other administrative documents using Microsoft Office and City systems. Assist with timekeeping, payroll documentation, personnel records, and related administrative tracking as assigned and in accordance with confidentiality requirements. Answer telephones, receive visitors, respond to routine inquiries, and direct questions or service requests to the appropriate Public Works employee or department. Assist with tracking work orders, service requests, permits, inspections, maintenance activities, materials, and equipment records as assigned. Maintain organized electronic and paper filing systems for financial, purchasing, personnel, vendor, public-records, and operational documents. Assist with records retention, retrieval, and production in accordance with City policies and applicable public-records requirements. Review documents for completeness, accuracy, spelling, grammar, and compliance with established procedures before distribution or filing. Protect confidential, financial, personnel, and other sensitive information and use discretion when handling City records. Communicate effectively with City employees, department heads, vendors, contractors, and members of the public. Inform the Public Works Director of issues, discrepancies, deadlines, or information of relevance to department operations. Perform other related duties as required. Desired Education and Knowledge High school diploma or GED required; coursework or training in accounting, bookkeeping, business administration, or a related field is preferred. Experience in bookkeeping, accounts payable, accounts receivable, financial records, office administration, or local government administration is preferred. Working knowledge of Microsoft Word, Excel, Outlook, and electronic records management; experience with accounting, purchasing, payroll, or municipal software is preferred. Knowledge of basic bookkeeping principles, financial documentation, budgeting, purchasing procedures, and records retention practices. Ability to learn City policies, procedures, software systems, and Public Works operations. License and Certifications Valid Georgia driver's license, or the ability to obtain one as required by the City. First Aid/CPR and AED certification within one year after hire, if required by the City. Desired Skills and Abilities Accurately perform basic bookkeeping, arithmetic, data entry, recordkeeping, and reconciliation tasks. Organize work, establish priorities, meet deadlines, and maintain attention to detail with limited supervision. Exercise independent judgment within established policies and procedures and know when to refer matters to the supervisor. Maintain accurate records and prepare clear, concise reports from those records. Communicate professionally and courteously in person, by telephone, and in writing. Maintain confidentiality and demonstrate honesty, reliability, accountability, and sound judgment. Use office equipment, computers, spreadsheets, databases, financial systems, and electronic filing systems. Work cooperatively with employees, vendors, contractors, and the public. Meet expectations for quality service, accuracy, and timely delivery of work products. (ADA)
MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS
Physical Requirements:
The work is typically performed while sitting, standing, and walking, with occasional bending, stooping, reaching, or lifting. The position is primarily performed indoors in an office environment, with occasional travel to or visits within Public Works facilities or work sites. The employee must be able to operate standard office equipment and lift and carry office materials weighing up to 20 pounds occasionally.
Interpersonal Communication:
Requires the ability to speak and/or signal people to convey or exchange information. The employee must be able to provide and receive instructions, coordinate with City employees and vendors, and assist members of the public.
Intelligence:
Requires the ability to learn and understand bookkeeping principles, City policies, procedures, financial processes, and department operations; to make routine independent judgments; and to recognize and report errors or unusual circumstances.
Verbal Aptitude:
Requires the ability to record and deliver information, explain procedures, read and interpret documents, and follow verbal and written instructions.
Motor Coordination:
Requires the ability to coordinate hands and eyes when using computers, calculators, telephones, printers, scanners, and other automated office equipment.
Interpersonal Temperament:
Requires the ability to deal courteously and effectively with employees, vendors, contractors, and the public. The employee must be adaptable and able to perform under routine work pressures and when confronted with an urgent or sensitive matter.
Physical Communication:
Requires the ability to talk and hear in order to exchange information in person and by telephone.
Work Schedule:
This is a part-time position. The regular schedule will be established by the City and may vary based on department needs. Occasional schedule adjustments may be required to meet deadlines, support department operations, or attend required meetings or training. This job description does not constitute an employment agreement between the Employer and Employee and is subject to change as the employer's needs and the job requirements change.
