administrative assistant

6 days ago

Chapel Hill, North Carolina, United States Town of Chapel Hill, NC Full time
Summary

The purpose of this position is to provide complex administrative clerical support and assistance requiring technical or specialized operational knowledge.

* THIS POSTING MAY CLOSE WITHOUT NOTICE*

Essential Functions
  • Prepares various correspondences; answers telephones; copies and faxes; maintains the filing system; enters and reviews entries in the payroll system; updates records; maintains fiscal records and department files; prepares requisitions for materials and supplies; notarizes and witnesses documents.
  • Provides department wide support; attends and participates in staff meetings; complies and formats minutes; assists in drafting ordinances; addresses complaints and resolves problems; logs credit card purchases monthly; answers questions and requests for information.
  • Provides accounts payable support; distributes invoices for approval; verifies information is correct; monitors expenditures for purchases; reviews data and making adjustments; works with vendors to resolve issues; sets up new vendors into a database.
  • Maintains the department webpage on the Town website meetings; prepares department payroll; reviews time sheets; maintains overtime and leave records; prepares wage adjustment forms and personnel transaction forms as necessary.
  • Perform other duties as required.

Supervision Exercised

Summer Youth Hire

Physical Demands

The work is typically performed while sitting at a desk or table, with intermittent standing or stooping. The employee uses equipment requiring a high degree of dexterity.

Work Environment

The work is typically performed in an office.

Minimum Qualifications

Any combination of education and experience that would provide the required knowledge, skills and abilities to perform the duties of the job.

Knowledge of:

  • Principles and practices for maintaining public records
  • Principles and practices of effective customer service
  • Modern office procedures
  • Principles and practices of taking and recording minutes for public meetings
  • Web-based software; Microsoft Office software including Word, Outlook and Excel

Ability to:

  • Operate a computer; learn and effectively use other customized software
  • Effectively manage multiple projects with deadlines
  • Communicate information effectively, both orally and in writing
  • Comply with public notification publication guidelines
  • Attend public meetings and record minutes
  • Establish and maintain effective working relationships with internal and external customers
  • Plan, organize and present information in a clear and logical format
  • Model behavior that is consistent with our values of RESPECT

Education

A high school diploma or its equivalent

Experience

Two years of responsible office clerical experience

Licenses/Certifications

A valid NC driver's and the availability of private transportation or the ability to provide transportation between job sites.

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