Administrative Assistant
7 days ago
Job Location
City of Brookhaven - Brookhaven, GA
Position Type
Part Time
Salary Range
$19.00 - $21.33 Hourly
Description
JOB SUMMARY
Performs a variety of administrative and clerical functions for designated District Council Member(s) Office including the maintenance of City records. Maintain the specific District Representative(s) schedule, calendars, and coordinate appointments. Coordinate complex meeting, appointments, conference calls with both internal and external business partners specific to District Representative(s). Manages the flow and exchange of District information between key internal and external partners. Work in partnership with other COB department personnel on assigned projects. Under the direction of Council person, initiates, monitors, and tracks projects from initiation to completion. Analyzes complex problems and develops solutions. Ensures compliance with Mayor and City Council expectations and with City, State, and Federal laws, policies, regulations, and operating agreements. Serves as communications conduit/triage between City Manager with City officials, employees and outside constituencies. Support the vision, mission, and guiding principles of the City of Brookhaven. Serve as a Liaison with City Departments to conduct research and secure timely resolution of a wide variety of citizen inquiries and concerns.
ESSENTIAL JOB FUNCTIONS:
- Maintains current knowledge of laws, codes, and regulations pertinent to the functions of the City Council Member(s) including those related to records management, public meetings, and open records. Will be required to complete training for records management and open records.
- Review and research statistical and administrative information as needed.
- Review finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage.
- Receive and distribute incoming and outgoing mail; review and evaluate mail to identify those items requiring priority attention.
- Periodically may be asked to provide administrative and clerical support to other department heads, Mayor, City Manager, and City Clerk including scheduling of meetings and appointments under certain circumstances under general direction of City Clerk and City Manager.
- Answer and respond to incoming calls from the District Representative(s) constituents as needed.
- Answering and forward emails to District Representative(s).
- Compose memos, correspondence, and respond to constituent regarding sensitive issues.
- Keep accurate records organized in the Laserfiche filing system.
- Purchasing office supplies if need through the Executive's Assistant.
- Adjust work schedule to support after hour meetings, within the Districts via, Town Hall meetings, Coffee with a District Representative(s) etc.
- Register the District Representative(s) for Classes only.
- Send invoices, receipts for reimbursements to the Executive Assistant to process.
- The Administrative Assistant will have possession of the Master Calendars.
- Administrative Assistant will manage the individual Districts' Representative(s) Budgets'.
- Administrative Assistant will support City Hall Daytime meetings.
- Administrative Assistant will notify the District Representative(s) of all incoming mail and phone calls that are routed into the Districts assigned city hall numbers.
- Maintain District Representative(s) Website.
- Assists District Council Representative(s); Performs other related duties as required or assigned.
Qualifications
MINIMUM REQUIREMENTS TO PERFORM WORK:
- Two (2) years of study at an accredited college or university.
- Three (3) years of experience performing work related to the described duties; Or equivalent education, and/or experience.
- Fluency in Spanish a plus.
Knowledge, Skills and Abilities:
- Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, scanning, recording, transcription, designing forms, and other office procedures and terminology.
- Ability to read and understand information and ideas presented in writing.
- Ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
- Ability to listen to and understand information and ideas presented through spoken words and sentences.
- Ability to communicate information and ideas in writing so others will understand. effectively operate a variety of modern office equipment including computers, transcription and recording devices, computer equipment and designated software and operating systems.
- Interpret and apply established laws, rules, regulations and codes, prepare complex reports on records, work effectively under pressure and with frequent interruptions, use initiative and exercise independent judgment;
- Deal with confidential information; maintain level of knowledge required for satisfactory job performance; communicate effectively; establish and maintain effective working relationships with department heads, public officials, employees, and the general public.
- Desire to strive for excellence in customer service, timely dissemination of information, preservation of records, and upholding integrity and transparency.
PHYSICAL DEMANDS:
Physical Ability: 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: Ability to see details at close range (within a few feet of the observer).
Some tasks require the ability to perceive and discriminate sounds, and visual cues or signals. Some tasks require the ability to communicate orally.
Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions
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