Administrative Assistant III

Administrative Assistant III

This position answers to the Director and Assistant Director of Leisure Services. The Administrative Assistant provides comprehensive administrative, financial, and clerical support to the Department of Leisure Services. This role is responsible for managing departmental financial processes, procurement, payroll assistance, and official correspondence. This position is classified as an Essential personnel classification for Emergency Response. This means that during an emergency response, this position is required to report directly after an emergency. Essential status is defined as employees whose duties are vital to maintain basic municipal functions during an emergency.

Essential Job Functions

Essential job duties and functions, pursuant to the Americans with Disabilities Act, may include the following :

• Manage the MUNIS finance system by processing purchase orders, invoices, check requests, and requisitions with accuracy and timeliness.
• Support budget development and monitor expenditures to ensure alignment with departmental goals.
• Oversee procurement activities, including drafting specifications, obtaining bids and quotes, processing RFPs / RFQs, placing orders, and managing vendor payments.
• Utilize accounting software to post transactions, generate financial reports, and reconcile accounts.
• Draft and prepare financial memoranda and documentation for City Council agendas.
• Assist with researching, processing, and reporting grant opportunities to support departmental initiatives.
• Maintain and track departmental vehicle usage and related data collection
• Prepare, review, and assist with the completion of departmental payroll.
• Process sponsorship agreements, record donations, and maintain accurate inventory records.
• Manage accounts payable and receivable, process deposits, issue receipts, and reconcile daily cash receipts.
• Ensure compliance with City policies, procedures, and state regulations in all financial activities.
• Schedule appointments, manage calendars, organize meetings, and coordinate travel logistics.
• Procure and maintain office supplies and equipment to support daily operations.
• Open, sort, and distribute incoming correspondence in a timely manner.
• Maintain departmental common areas to ensure a clean and professional appearance
• Answer incoming phone calls, respond to emails, and manage filing systems both digitally and physically.
• Welcome and assist visitors while providing excellent customer service to the public and staff.
• Assist in the design, preparation, and distribution of brochures, flyers, and other marketing materials.
• Post program updates, events, and announcements to official City platforms as assigned.
• All other duties as assigned by your direct supervisor, manager, director or mayor.

Knowledge Skills and Abilities

Must possess the required knowledge, skills, abilities and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.

Requires excellent organizational and computer skills.

Demonstrates strong communication skills, the ability to work independently, and the poise and confidence necessary to interact effectively with diverse individuals.

Exhibits the ability to effectively manage multiple tasks and responsibilities simultaneously.

Demonstrates proficiency in basic mathematical skills and possesses experience in budgeting and financial tracking.

Proven ability to define problems, gather and analyze data, establish facts, and draw valid conclusions, along with the capacity to interpret a wide range of technical instructions.

Possess the ability to operate a fax machine, copier, computer and phone system.

Education and Experience

An associate's degree in business, accounting, or a related field is required, in addition to a high school diploma or equivalent. Bachelor's Degree is preferred.

A minimum of three (3) years of progressively responsible administrative or financial experience is also required, or an equivalent combination of education and experience.

Licenses of Certifications

A valid Mississippi Driver's License.

Physical Demands and Working Conditions

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical requirements include occasional lifting / carrying of 10 pounds; visual acuity, speech and hearing; hand and eye coordination and manual dexterity necessary to operate a computer keyboard and basic office equipment. Subject to sitting, standing, reaching, walking, twisting and kneeling to perform the essential functions. Working conditions are primarily inside an office environment.