Listing Summary

Job Expires: Open Until Filled 

Salary: $58,000.00

General Description & Classification Standards 

Manages and directs the daily operations of an office and performs customer service, administrative, financial and clerical functions for the assigned office. Duties and responsibilities include but are not limited to: coordinating and directing office activities; planning and implementing special events and programs; ensuring efficient operations; planning, tracking, and documenting expenditures; maintaining budgetary records; managing all online City of Atlanta accounts and financial records on behalf of the office; preparing reports; and providing customer service to both internal and external customers. 

Supervision Received 

Works under general supervision. Will work independently or with other workers with responsibility for completion of assigned tasks.

Responsibilities

Essential Duties & Responsibilities 

These are typical responsibilities for this position and should not be construed as exclusive or all inclusive. Other duties shall be performed as assigned. 

• Oversees processing of daily paperwork, office work, and financial records; performs unusually difficult general clerical work; interacts with enterprise-wide, online, financial and budget systems; and prepares complex reports.
• Prepares and/or generates routine and special correspondence, letters, memoranda, forms, reports and other documents via computer. Attends various meetings, conferences, and training sessions as required. 
• Receives, reviews, routes and/or processes various forms, requests and reports, files, records and documents from the public and/or other departments; follows City archival and archival retrieval procedures; oversees timely processing. 
• Responds to routine and special requests for information or assistance from officials, members of the staff, the public or other individuals. Discusses reports, records, documents, etc., and retrieval of information with external customers, supervisors, coworkers, City attorneys, and elected officials.
• Maintains an inventory of all office supplies and materials, and ensures they are well stocked for routine office functions and in advance of major project deadlines.
• Collaborates with administrative personnel from other offices and the business team to develop, implement, and refine standard operating procedures and protocols.
• Trains co-workers on proper procedures and protocols of the department, as necessary.
• Plans and implements special events of various types, including procurement of vendors, locations, presentation materials, and collateral documents; quality control of all aspects of the event; day-of event management and point of contact; and event follow up and closeout, all per City procedures and requirements.
• Assists in the coordination of the physical move of office space to a new location.

Coordination 

Coordinates all administrative, financial, on-going, and special event functions with other pertinent City departments and agencies, including securing in a timely manner all required permissions, authorizations, and permits.

Knowledge, Skills & Abilities 

This is a partial listing of necessary knowledge, skills, and abilities required to perform the job successfully. It is not an exhaustive list.  

• Knowledge of local government records management, administrative and office practices, policies and procedures, and local government financial tracking, budgeting, and disbursement software systems.
• Skilled in effectively communicating and interacting with co-workers elected officials, management, members of the general public, and any other groups involved in the activities of the City, including issue/situation troubleshooting and follow-up. 
• Ability to administer operations self-sufficiently and implement staff plans, projects and objectives with minimal supervision for the expediency and effectiveness of specific duties of the City.

Qualifications

Minimum Qualifications for Education & Experience 

Associates degree in secretarial science, business/public administration or related field. 1-3 years of experience in a progressively responsible secretarial, clerical or administrative role. 

Preferred Qualifications for Education & Experience 

Bachelor’s degree in business/public administration and 3-5 years of office management experience preferred. Licensures & Certifications None required. 

Essential Capabilities & Work Environment 

Required physical, lifting, and sensory capabilities are requirements to perform the job successfully. Typical environmental conditions associated with job. Candidates must be willing to work flexible schedules – including some nights and weekend days – to support office and various City projects and events.