Administrative Coordinator / Assistant City Clerk
The individual in this position will provide administrative support to the City Manager's Office, employees, elected officials and the general public by assisting with the day-to-day operations of the City through confidential and sometimes complex administrative and clerical support duties.
ESSENTIAL DUTIES
- Provides administrative support to the City Clerk, the City Manager, Department Directors, City Attorney and Commissioners.
- Assists with the daily operations of the City Manager's office through guidance from the City Clerk.
- Facilitates communication with the public, city staff, or others using appropriate phone etiquette and professional correspondence.
- Assists in maintaining official City records, ordinances, resolutions, contracts, and other legal documents.
- Responds to, processes, and ensures compliance with Open Records Act requests at the guidance of the City Clerk.
- Reviews bills and invoices and submits to Finance Department for payment in accordance with established procedures.
- Attends meetings of the Board of Commissioners, as needed.
- Greets visitors; provides information and assistance; takes messages; answers telephone and email correspondence; refers to appropriate personnel, as, generally, the first point of contact.
- Receives customer complaints and inquiries; resolves or forwards to appropriate personnel.
- Prepares correspondence, emails, memoranda, travel requests, expense reports, purchase or work orders, reports and check requests, agenda items and other documents, as needed.
- Organizes and files all departmental correspondence, financial documents and other significant departmental forms.
- Orders office and operating supplies and maintains inventory for the department.
- Receives, sorts, and distributes incoming mail and shipments.
- Performs related duties as assigned.
PHYSICAL DEMANDS/ WORK ENVIRONMENT
- Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator, and to operate standard office equipment.
- The work is typically performed in an office setting while sitting at a desk or table or while intermittently sitting, standing, stooping, walking, bending, or crouching. The employee occasionally lifts light objects.
MINIMUM QUALIFICATIONS
- Must have good judgment and the ability to solve practical problems and deal with a variety of situations while remaining helpful and pleasant at all times.
- Must have a professional appearance, positive demeanor, and treat others with dignity and respect, responding promptly to their needs.
- Must have clear and effective written and verbal communication skills with the ability to interpret such information.
- Must be able to speak with confidence, clarity, and poise.
- Must demonstrate a strong sense of initiative and be able to prioritize and perform work independently.
- Must have the ability to multitask multiple projects or issues simultaneously and meet firm deadlines, prioritizing as necessary.
- Must have the ability to maintain strict confidentiality and handle sensitive issues with discretion and sound judgment.
- Must be proficient in typing, data entry, electronic communications, and the use of computers and general computer software, including Microsoft Word, Excel, and Outlook.
- Must establish and maintain effective working relationships with coworkers and the public.
- Must have the ability to adapt and react to fast-changing problems and circumstances with frequent interruptions.
- High school diploma or GED. Some college preferred.
- Minimum of two years of related experience are required. Municipal experience preferre
- Possession of a valid State of Georgia driver's license, acceptable driving history, and the ability to drive a vehicle as needed.
- Must obtain notary public within 30 days of position date.
Must have flexibility for occasional hours outside of standard business hours