PT Administrative Assistant - Renaissance Centre

Administrative Assistant

The Wake Forest Renaissance Centre is seeking a detail-oriented and proactive Administrative Assistant to support the daily operations of our arts center. This role is critical in ensuring smooth administrative processes, accurate record-keeping, and effective communication with staff, artists, and the public.

The Administrative Assistant classification performs various advanced and confidential administrative support functions, including data entry, customer service both over the telephone and / or in person, document creation, processing payments, and utilizing discretion while supporting confidential matters for a program, professional staff workgroup, department director, or division manager in either a full-time or part-time capacity.

Distinguishing Features of the Class The Administrative Assistant is a single advanced-level administrative classification. It is distinguished from other administrative support job classes by the significant emphasis on paraprofessional administrative duties, performing a wide variety of complex, diverse, and confidential support. Job duties are broader in scope and complexity based on departmental assignments. This class is distinguished from the Executive Assistant by the latter's greater independence and responsibility for initiating professional-level assignments and carrying out executive support of a sensitive nature. An employee in this role typically serves as the front-line point of contact for the department, maintaining continuous contact with the public through direct contact, telephone, and email. This role requires patience, tact, and knowledge of general administrative operations and processes required of the administrative classification. This role will require a variety of administrative and office support duties, such as addressing invoices, preparing correspondence, forms, and other documents, and maintaining and filing records and files. Work may often require a high degree of independence, decision-making, and sound judgment in performing tasks. Work is performed under the general supervision of the assigned Department Director. Employees of the Town of Wake Forest are expected to uphold and exhibit the Town's shared employee values of caring, commitment, character, and collaboration.

Essential Functions

General Duties and Responsibilities Essential Duties and Tasks across all agencies

• Provides staff support to an assigned Department by assisting with administrative support related to advanced, complex, or sensitive natured materials including but not limited to : maintaining calendars; coordinating, arranging, and confirming meetings; arranging for meeting setup; attending meetings; taking notes; transcribing minutes and summaries.
• Receives visitors and incoming calls; provides information and addresses inquiries that may require sensitivity and the use of sound, independent judgment.
• Conduct research and respond to requests for information from officials, customers, and the public; may refer requests to appropriate staff as necessary.
• Review, proofread, edit departmental agendas and maintain files.
• Schedule and coordinate special meetings, seminars, conferences, and training sessions.
• Maintain department and agency contacts to include departmental mailing lists.
• May act as the Director and the public or other employees' liaison.

Establish, analyze, revise, and recommend administrative and office practices, procedures, systems, and workflow processes. Monitor activities to ensure conformance with adopted department / division work plans; analyze existing methodology; recommend improvements to practices and procedures and coordinate department / division functions; develop and assist in developing department / division operating procedures.

Assist with monitoring vendor contract performance with assigned department / division to ensure compliance.

Interprets policies and regulations for the public and department personnel; resolves inquiries that may arise and respond to citizen inquiries coordinating resolutions.

Assist in creating a positive and supportive work environment; assist with enforcing safe workspaces; establishing a culture of teamwork and communication; a workplace that promotes organizational values and actively promotes an environment respectful of living and working in a diverse society.

Compiles and analyzes data and prepares regular and special reports for departmental / division management, including database management.

Prepare agendas for meetings, functions, and conferences.

Compose correspondence with a high degree of initiative and judgment when communicating with the public, contractors, public agencies, community partners, and other employees.

May perform additional duties within the scope of this classification.

Assigned to the Wake Forest Renaissance Centre :

Minimum Qualifications

Recruitment and Selection Guidelines Knowledge, Skills, and Abilities

Physical Requirements :

Must possess the visual acuity to compile and compute data and statistics, perform accounting tasks, operate a computer terminal, proofread materials, and do extensive reading; may be required to perform transcription.

Desirable Education and Experience Any combination of education and experience equivalent to graduation from high school with considerable secretarial and / or administrative assistant experience in a local government setting or similar discipline. Five (5) or more years of progressively responsible administrative experience related to office management or a major administrative function for a department or division. Possession of an associate degree or Professional Certification in business administration, public administration, or related field may substitute for two (2) years of required work experience. Special Requirement North Carolina Driver's License and an acceptable driving record.

Once an offer of employment has been extended, candidates will undergo a thorough background investigation, including SBI fingerprinting.