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Senior Administrative Assistant


Listing Summary

City of Savannah
Senior Administrative Assistant - Office of HumanResources
$22.72 Hourly
$47,254.00 Annually
Savannah, GA
Full-Time Permanent
Human Resources Department
7/16/2024 11:59 PM Eastern
Are you looking for a career with purpose? A learning environment designed to stretch your administrative skills? The Officeof Human Resources for the City of Savannah is looking for an experienced administrative professional with a proven trackrecord of supporting an executive office. The desired candidate is assertive, a self-directed learner, a taskmaster, proficientwith office workflow strategies and office technology such as MS Office Suite (Word, Excel, & PowerPoint) while supportingthe HR Director.
We are currently implementing a department strategic plan, new department structure, electronic timekeeping andrewriting organization policy and procedures. The following projects and processes will have a positive impact on ouremployees and organization for years to come. As a new team member, you will have the opportunity to assist, support andinfluence the outcome of these processes and other similar projects.
We look forward to having you join our team!
The Senior Administrative Assistant is responsible for providing highly responsible administrative support to the HumanResources Director. This position is distinguished by the high level of complexity and broad scope of responsibility workingwith sensitive and confidential matters. Assignments require independent judgment and involve interactions with citymanagement, department heads, employees and citizens.
Essential Job Functions
Prepare reports and provides verbal and written correspondence on behalf of the Human Resources Director dealingwith issues and subject matter in ways that frequently require considerable sensitivity, discretion, strong sense ofurgency, judgment, or negotiation in replying to inquiries, and/or presenting or requesting information.
Answers telephones; reviews and responds to correspondence and inquiries by finding answers to questions and/orreferring queries to appropriate department or personnel; follows-up to ensure issue has been appropriatelyaddressed.
Maintains and coordinates meeting calendar, schedules meetings, and confirms meeting attendees. Preparesmeeting agendas and other materials; records minutes; Receives, logs and distributes mail.
Maintains office files and records log, tracks incoming and outgoing documents; ensures filed records can beretrieved as needed; Prepares information in response to open records requests and subpoenas.
Processes invoices; prepares payment vouchers, purchase orders and requisitions; tracks purchases to ensuredelivery of goods and services and payment of vendors. Handles a variety of confidential matters and maintains aworking knowledge of current City purchasing and personnel policies, advising staff of requirements and helping toensure policies are followed.
Orders office supplies and materials; maintains office copier, reception and other common areas and officeequipment; maintains equipment inventory. Maintains timesheets; enters leave and other payroll data; reconcilesrecords; coordinates travel; prepares travel requests and expense reports; maintains confidential personnel records;distributes pay information to employees.
Takes dictation and/or records notes; transcribes notes and recordings into typed documents; prepares and typesmemoranda, letters, correspondence, reports, and documents. Proofreads correspondence prepared by others.
Creates newsletters, databases, spreadsheets, PowerPoint presentations, forms and reports. Makes copies andprepares documents for circulation and mailing.
Submits and reviews requests for City Council agenda items, workshops and presentations. Assists with trackinginquiries, staff assignments and projects.
Coordinates and directs office services such as records, and monitoring annual budgets, including tracking allexpenses, justifying monthly budget reports, preparing purchase orders, requisitions, invoices, and quotes forsupplies and equipment as necessary
Performs other duties assigned
Minimum Qualifications
Associate's Degree in Business Administration, Finance, Paralegal studies, Information Technology; with four (4) years ofexperience in administrative office management and excellent oral and written communications skills; or any equivalentcombination of education, training, and experience.
Additional Requirements
Background investigation, including supervised drug screen, post offer/pre-employment medical screen; and verification ofeducation, certifications, and licenses required prior to employment.
Previous Human Resources administrative support experience is a plus.
Additional Requirements
Background investigation, including supervised drug screen, post offer/pre-employment medical screen; and verification ofeducation, certifications, and licenses required prior to employment.
Additional Information
Additional Information
Knowledge of generally accepted accounting principles.
Knowledge of modern office practices, etiquette and procedures.
Knowledge of city policies and procedures.
Skill in the operation of computers and other modern office equipment.
Skill in interpersonal relations.
Skill in oral and written communication.
Skill to exercise resourcefulness in addressing problems.
Advanced Skills in Microsoft PowerPoint and Excel.
Ability to maintain a professional demeanor and an orientation towards customer service.
Ability to work in a team environment under stressful conditions.
Ability to explain complex problems and situations in an understandable manner.
Ability to work independently and perform tasks involving numerous details.
Ability to produce written documents in the English language with clearly-organized thoughts with proper sentenceconstruction, punctuation, and grammar.
Ability to prepare, accurate and reliable reports containing finds and recommendations.

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