Administrative Assistant - Senior

At the City of Atlanta, we are passionate about building and improving our community. Our police officers, firefighters and building inspectors keep our citizens safe.

Our Public Works staff keeps our City clean. Our Atlanta Department of Transportation team helps maintain, build and improve our City’s infrastructure.

Our City planners help envision and shape future City growth. Our Parks & Recreation professionals enhance our quality of life.

Our engineers help keep our drinking water clean, the largest airport in the world (by passenger volume) operating and our buildings maintained.

Along with the host of Finance, Procurement, and Human Resources professionals whose support is vital, we are the City of Atlanta! If you are seeking a meaningful role where you can make a real difference improving and growing our City, we welcome you to explore the job opportunities we have to offer.

Posting Expires : Open Until Filled

Salary : $21.26 / hourly

General Description and Classification Standards

This class provides varied and advanced level administrative and support services to the Department of Public Works Office of Fleet Services.

Prepares, reviews, distributes, and / or files routine correspondence, memoranda, letters and reports; attends staff and other meetings.

Provides primary support to Department of Public Works executive command as directed. Participates in the development and implementation of department initiatives and carries out special projects of an administrative or office operations nature;

may serve on interdepartmental teams for process improvement or other tasks. Answers calls, responds to general phone, email, or written inquires and maintains calendar, records, and files.

Works under very general supervision. May work independently or with other workers with responsibility for completion of assigned tasks.

This role is a non-supervisory position. Work methods and assignment results are typically reviewed by a more experienced professional or a manager prior to final action.

Essential Duties & Responsibilities

The following duties are normal for this job. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

• Provides a variety of routine and complex clerical, administrative and technical work in the administration of the Department.
• Using excellent customer service skills; establishes and maintains effective working relationships with other employees, officials, and all members of the general public.
• Assembles background materials, prepares agendas, takes minutes and records action items for various meetings, as required.
• Capable of creating graphs and charts to effectively communicate statistical information from raw data bases, as requested.
• Provides administrative assistance to Department as directed.
• Coordinates activities with the Department, as needed.
• Participates in event planning for functions, as directed.
• Composes, transcribes, types, and edits a variety of correspondence, reports, memoranda, forms, minutes, documents and other material requiring judgment as to content, accuracy and completeness.
• Assists in the tracking and monitoring of assigned projects and / or special department projects. Receives visitors and answers questions.
• Responds to inquiries from employees, citizens and others and refers, when necessary, to appropriate persons.
• Establishes and maintains administrative filing systems, including maintenance of confidential information.
• May assist in travel arrangement for office personnel.
• Proficient in designated Oracle and / or Kronos responsibilities and manages oversight of input independently ensuring timely processing and accuracy of input.
• Schedules routine maintenance of office equipment; assists in troubleshooting copier problems and provides copier counts to vendor on a monthly basis.
• Coordinates and schedules meetings and appointments for Department as needed.
• Coordinates maintenance of office supplies and printed materials.
• Translation skills (Spanish and English); both written and orally.
• Other duties as determined by business needs.

Decision Making

Selects from multiple procedures and methods to accomplish tasks; applies organizational policies.

Knowledge, Skills & Abilities

This is a partial listing of necessary knowledge, skills, and abilities required to perform the job successfully. It is not an exhaustive list.

• Skill in communicating and interacting with management, employees and members of the general public;
• Ability to read, write and speak in Spanish (bilingual) proficiently; Ability to assume responsibility for completing assigned work on or before deadlines in accordance with directives, policies, standards and prescribed procedures.

Intermediate proficiency with MS Office and particularly able to demonstrate a high level of proficiency with MS Excel; Excellent technical, oral and written communication skills to effectively communicate across all levels of management and employees.

Providing outstanding customer satisfaction (internally and externally); Willingness and ability to multi-task in a high energy and fast paced work environment;

Providing detail oriented and organized work products; Performing proactively and with flexibility; Working cooperatively and collaboratively with all levels of employees and management to maximize performance, creativity, problem solving and results.

• Aptitude to deal with confidential matters tactfully and with good judgment; Collaborative team player working out solutions for delivery;
• Analytical skills to research, report, and troubleshoot process inefficiencies; Strong communication and customer service skills;

Ability to follow direction and work independently. Knowledge of Job Has thorough knowledge of management and administrative practices, policies and procedures as necessary in the completion of daily responsibilities.

Able to administer policies, procedures, plans and activities. Knows how to administer operations plans and objectives. Able to implement long-term goals for the department in order to promote effectiveness and efficiency.

Has extensive knowledge of applicable policies, standards and regulations pertaining to the specific duties and responsibilities of the job.

Ability to keep abreast of any changes in policy, methods, operations, budgetary and equipment needs, etc. as they pertain to business office and / or departmental operations and activities.

Is able to effectively communicate and interact with management, employees and members of the general public. Is able to assemble information and make written reports and documents in a concise, clear and effective manner.

Has good organizational, management and technical skills. Able to use independent judgment and discretion including the handling of emergency situations, determining and deciding upon procedures to be implemented, setting priorities, maintaining standards, and resolving problems.

Has the ability to comprehend, interpret, and apply regulations, procedures, and related information.

Has the mathematical ability to handle required calculations. Is knowledgeable and proficient with computers. Is able to read, understand and interpret personnel and financial reports and related materials.

Minimum Qualifications - Education and Experience

• High school diploma or General Equivalency Diploma (GED)
• 3-5 years of secretarial, clerical or general administrative experience, or any equivalent combination of training and experience which provides the requisite knowledge, skills and abilities for this job.

Preferred Education & Experience

Associate degree in the areas of business management, public administration or related concentrations and 3-5 years of secretarial, clerical or general administrative experience, or any equivalent combination of training and experience which provides the requisite knowledge, skills and abilities for this job.

Preferably experience in an administrative role in Public Safety sector.

Licensures and Certifications

None required.

Essential Capabilities and Work Environment

Required physical, lifting, and sensory capabilities are requirements to perform the job successfully. Typical environmental conditions associated with job.