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Job Opening details:-
Company Name :- City of Augusta, GA
Position Name :- Administrative Assistant III
Company Location :- Augusta, GA
Job Category :- Jobs in Georgia
Full Job Description :-
DESCRIPTION
Provides administrative services/support within the guidelines of manuals, department policies and procedures, and local government policies. Reports to the Director or other designated person and works with co-workers, employees, vendors, support personnel, sales representatives, and directors to provide support to the department.
PRINCIPAL DUTIES AND RESPONSIBILITIES
Provides administrative support, such as maintaining department and employee schedules, coordinating and scheduling meetings and agendas, making travel arrangements, editing and preparing department newsletters, brochures and basic reports, researching information and providing related support. Reviews, researches and enters information to department reporting systems. Manages and oversees the Director’s calendar.
Maintains the department’s personnel files, such as verifying and entering timesheets, tracking performance evaluations, performing reference checks, and maintaining related personnel information. Prepares and processes personnel transaction forms.
Performs basic office duties, such as copying, filing, faxing, preparing memos, sorting, and distributing mail and entering data. Provides customer support by answering phones, greeting customers, and researching and/or providing information to the public.
Assists with tracking budget and department information, such as maintaining balances, researching discrepancies, and preparing related financial reports. Preparing and processing of divisional annual budget. Processes incoming and outgoing purchase orders, vouchers, price agreements, payments, and petty cash disbursements. Creates various PowerPoint presentations.
Maintains, updates and ensures the accuracy of standard operating procedures, records, accounts and the front office.
Maintains the inventory of office supplies and orders materials as necessary.
POSITION SPECIFIC RESPONSIBILITIES MIGHT INCLUDE
:
Maintaining compliance with State and Federal Open Records Laws.
Ensuring accurate and timely processing of all payroll functions to include reviewing and entering timesheets, creating timesheet correction memorandums and On Call worksheets when required.
Ensuring accurate and timely processing of personnel transactions for the department employees to include promotions, demotions, terminations, shift differentials, pay cycle changes, turnover reporting, etc.
Logging and tracking agenda items, County Administrator forms and contract change forms; assisting in divisional budget development and maintenance; assisting in work on special projects and publication of financial documents.
Administering and responding to the department’s emails, correspondence, faxes, etc.
Oversee any internal community charitable initiatives.
MINIMUM REQUIREMENTS
Education: High School Diploma or equivalent level of education. A.S. in Secretarial Science, Business Management, Accounting or related occupational field preferred. Experience: Five (5) years in similar position or sufficient experience to perform principal duties and responsibilities, usually associated with completion of apprenticeship/internship. Knowledge/Skills/Abilities:
Considerable knowledge of documentation, office practices and procedures, Information Technology services provided to users, payroll, procurement, and computer equipment terminology.
Proficiency in acquiring and maintaining skill sets on new and evolving administrative support tools.
Proficiency in Office products to include Word, Excel and PowerPoint.
Ability to prepare accurate and proficient documentation to include reports, memos, presentations, spreadsheets, etc.
Familiarity with division, department, and County policies and procedures, and interpersonal relations.
Proficiency in office automation programs and preparing reports for management.
Proficiency in understanding budgets, analyzing reports and records for discrepancies.
Excellent communication skills, both oral and written.
Demonstrated ability to work with a team or independently.
PERFORMANCE APTITUDES:
Data Utilization: Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.
Human Interaction: Requires the ability to apply principles of persuasion and/or influence over others in coordinating activities of a project, program, or designated area of responsibility.
Equipment: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
Verbal: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
Math: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
Functional Reasoning: Requires the ability to apply principles of influence systems, such as motivation, incentive, and leadership, and to exercise independent judgment to apply facts and principles for developing approaches and techniques to resolve problems.
Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving the evaluation of information against sensory, judgmental, or subjective criteria, as opposed to that which is clearly measurable or verifiable.
Physical Abilities: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.
Sensory Requirements: Some tasks require the ability to communicate orally.
Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.
OTHER
The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job.
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