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Administrative Assistant I

Douglasville


Listing Summary

Pay Grade:               102

Job Code:                TBD

FLSA Status:           Non-Exempt

 

JOB SUMMARY

This person in this position is responsible for providing administrative support to an assigned department in the city. The incumbent’s work generally involves public contact, maintaining a variety of records, receiving phone calls and coordinating and scheduling meetings.

 

ESSENTIAL JOB FUNCTIONS

Community Development

  • Provides administrative support and performs a variety of clerical and administrative functions for the department;
  • Operates a computer to produce confidential reports, correspondence, and other documents from rough draft, written copy, oral instructions, and/or dictating machine;
  • Schedules business, political, community, and interdepartmental meetings;
  • Oversees departmental calendar and schedules appointments
  • Assists citizens in requests and provides general information to the public;
  • Processes/posts and maintains logs and reports that must be signed;
  • Prepares and posts public hearing notices as required by law;
  • Responsible for issuance and/or tracking of all building permits through the permitting process, beginning with the application acceptance, plan review, inspections and permit closure
  • Establishes and maintains systems to ensure that all files, letters, reference manuals, field inspection reports, permit files, blueprints, drawings and other date or material is maintained in an organized fashion
  • Responsible for working with plan examiners and inspectors to develop customer handouts and checklists across all offices
  • Oversees departmental calendar and schedules appointments
  • Composes letters and memoranda for signature as needed;
  • Responds to routine correspondence within established guidelines;
  • Financial Responsibilities: Prepare and/or process purchase orders; accountable for inventory/property management; make recommendations that impact the budget; and manage the budget within assigned department;
  • Performs other related duties as required;

Community Relations

  • Oversees departmental calendar, scheduling appointments and meetings as necessary;
  • Maintains project management platform for department requests;
  • Creates and assigns work tickets to appropriate staff members;
  • Assist in information gathering and content creation for various communications materials including but not limited to; e-newsletters, print newsletters, press releases, articles, web pages, social media posts, marketing materials, and graphic design elements;
  • Composes letters and memoranda for signature as needed;
  • Responds to routine correspondence within established guidelines;
  • Plans, organizes, and attends meetings and community events as directed;
  • Support department staff with updates to webpages and social media outlets;
  • Maintains office files and records;
  • Financial Responsibilities: Prepare and/or process purchase orders; accountable for inventory/property management; make recommendations that impact the budget; and manage the budget within assigned department;
  • Performs other related duties as required;

Conference Center and Tourism

  • Provides administrative support and performs a variety of clerical and administrative functions for the department
  • Schedules business, political, community, and interdepartmental meetings
  • Maintains the department's filing systems
  • Provides clerical assistance to the Convention and Visitors Bureau Advisory Board including preparation and distribution of meeting packets and minutes
  • Prepares and posts public hearing notices as required by law
  • Processes invoices, purchase orders, requisitions and payroll; runs reports, as appropriate
  • Assists with coordination of community events including invitations, catering needs and registration; assists with Conference Center marketing evens as needed
  • Maintains a well-informed, working knowledge of the attractions and services available in the area to visitors; act as a liaison between these entities and the visitor
  • Ensure that the Welcome Center is well maintained and stocked with brochures and other informational materials
  • Develops and maintains ordering and inventory system for brochures
  • Develops specialized visitor information as needed; supports marketing department as requested
  • Tracks fulfillment of all mail and phone inquiries and produces monthly reports; compiles a monthly report from the daily visitor logs showing the total number of visitors to the Welcome Center, state of origin, reason for travel and final destination. Produces charts for monthly Board meetings from this information
  • Assists the Conference Center and Tourism Department in filling information packets for industry tour leads and conference/tradeshows
  • Covers Welcome Center front desk and Conference Center, when needed
  • Run monthly, quarterly and annual reports; processes leads
  • Maintain knowledge of the area and attractions –implements direct mail marketing, relocation packets, RFP requests, etc.

 

Court Services

  • Performs administrative support for Court Services Administrator;
  • Performs a variety of office and court services support; prepares letters, correspondence, forms and other documents; maintains copies of documents.
  • Operates computers, maintains and updates files and databases, generates reports, performs word processing, operates office equipment, maintains and retrieves archived records.
  • Maintains and records all files pertaining to search warrants and criminal warrants signed by the Judge.
  • Enters all pay invoices in accounting system for Judge, Solicitor, Public Defender and Spanish interpreter.
  • Maintain Judge’s calendar to ensure proper pay.
  • Schedules all interpreters for court sessions and maintains all records of attendance.
  • Orders and keeps an inventory of all office supplies and court forms.
  • Performs other duties as assigned.

 

Human Resources

  • Provides administrative support to the Human Resources Department
  • Schedules job interviews; schedules meetings with prospective vendors and trainers/educators.
  • Attend interviews as requested by Human Resources Generalist
  • Collaborates with the Human Resources Generalist to post job ads on career pages
  • Schedules pre-employment medical screenings and prepares new employee orientation packets
  • Enters and updates employee information in the HRIS system
  • Acts as a privacy officer to ensure that confidentiality of potential candidates, new hires, current employees and retirees is protected
  • Files and scans various documents for the Human Resources department; assists in preparing documents in response to Open Records requests.
  • Prepares and maintains employee personnel files
  • Maintains I-9 documents for active and inactive employees
  • Assists Human Resources department in the coordination of training and wellness events.
  • Responsible for tracking of mandatory training.
  • Attend onsite/offsite training requested by the Human Resources Director
  • Coordinates city-wide employee recognition programs
  • Collaborates with the Community Relations department on departmental marketing
  • Responsible for departmental invoices, accounts payables and travel requests
  • Pick-up, drop-off & distribute incoming / outgoing time sensitive mail and correspondence for department.
  • Maintains departmental office supplies
  • Back up reception duties as needed
  • Answers telephone and assists Human Resources department in returning departmental voice messages, emails and responding to employee and the public inquiries and requests.
  • Performs other duties as assigned by the Human Resources Director

                                                                  

Parks & Recreation Department

  • Coordinates facility reservations/bookings; provides information regarding scheduling, pricing quotes, rental agreements, and bookings; processes and inputs event bookings and payments; inputs reservations data into a specialized software program; processes contracts, payments and refunds.
  • Provides customer service to patrons and internal customers through event consultations, event planning, and reservations for the use of the facility; provides tours of the facility and provides information upon client request
  • Performs routine clerical duties; answers department telephones, greets customers and visitors, provides assistance and information regarding department services and procedures; refers calls to other staff members and/or takes messages as needed.
  • Performs a variety of record keeping, data entry and reporting functions in support of facility rental; enters rental and event data into systems, logs daily accounting reports and facility calendars; and prepares and retrieves reports; maintains department records and files.
  • Assists with planning and coordinating rental events; creates and modifies facility set-up diagrams and communicates and with staff and clients regarding event layouts and needs; coordinates with staff involved in setup and breakdown of layouts.

Schedules business, political, community, and interdepartmental meetings;

Police Department

  • Provides administrative support to the Police Chief; performs a variety of clerical and administrative functions for the department;
  • Serves as the receptionist for the Police Department;
  • Runs employment background checks for businesses and city jobs;
  • Operates a computer to produce confidential reports, correspondence, and other documents from rough draft, written copy, oral instructions, and/or dictating machine;
  • Enters warning violations;
  • Post jobs for extra security;
  • Files DFARS;
  • Files and retrieves materials and data from department computerized and manual filing systems; maintain the department's filing system;

 

Public Services

  • Processes invoices for the Public Services Department;
  • Operates a computer to produce confidential reports, correspondence, and other documents from rough draft, written copy, oral instructions, and/or dictating machine; takes notes and minutes of meetings;
  • Provides administrative support to the Department Directors;
  • Performs a variety of clerical and administrative functions for the department;
  • Files correspondence and other documents;
  • Processes, posts and maintains logs and reports that must be signed;
  • Greets and directs visitors to the appropriate person;
  • Answers the telephone giving general information to the public and serves as receptionist for the Public Services Department.
  • Assists with departmental inventory control;
  • Residential Sanitation – new accounts; enters weight tickets; reviews & records solid waste and recycling invoices; forwards new customer information and changes for billing; reviews WSA billing; tracks customer compliance with regulations; customer service related issues.
  • Assists with Commercial Sanitation as needed also serves as a back-up for Commercial Sanitation

 

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS

Requires High School diploma or equivalent; one (1) year of progressively responsible administrative work, with some experience in the public sector preferred; or an equivalent of education or experience.

 

Human Resources Department

Associates degree in business/public administration, human resource management, or related field preferred; three (3) years of related experience; aPHR, PHR, or SHRM-CP preferred.

KNOWLEDGE, SKILLS AND ABILITIES

  • Knowledge of modern office practices, methods, equipment, and standard clerical procedures.
  • Knowledge of or ability to learn the department's rules, regulations, policies, and procedures.
  • Knowledge of all municipal functions, contacts, and activities of various departments.
  • Knowledge of use of proper grammar and spelling.
  • Skill in operating a computer.
  • Skill in oral and written communication.
  • Skill in time management, organization, and people.
  • Ability to learn, understand and apply the concepts, practices and procedures of the department.
  • Ability to pay close attention to details.
  • Ability to handle several projects simultaneously.
  • Ability to understand and follow quickly and accurately oral and written instructions.
  • Ability to prepare clear and concise reports and maintain accurate records. Ability to maintain alphabetical and chronological files.
  • Ability to work independently without specific instructions.
  • Ability to establish and maintain effective working relationships with City employees and the general public.
  • Ability to provide excellent customer service to employees and vendors in person and by telephone.
  • Ability to maintain complex records.
  • Ability to have good judgment, tact and professionalism.
  • Ability to multi-task with frequent interruptions.

CERTIFICATION, LICENSE AND SPECIAL REQUIREMENTS

Requires a Georgia Driver’s License.

Community Development Department

Must become a certified ICC Permit Technician (city sponsored) within the first 6 months.

 

PHYSICAL DEMANDS

The work requires standing, walking, sitting, lifting up to 40 pounds, carrying, pulling, climbing, balancing, stooping, kneeling, crouching, reaching, handling, speaking, hearing, and seeing.

 

WORK ENVIRONMENT       

The work is typically performed in an office environment.

Listing ends on:

7/29/2021