Administrative Assistant

JOB DESCRIPTION

Posting Open Until Filled

Salary Range : $33,422.22 - $40,760.11

Our culture in the Department of Atlanta Information Management (AIM) is rooted in our shared core values : Transparency, accountability, collaboration, service, and integrity.

The AIM team understands our role as a strategic partner to departments throughout the city; we strongly believe technology has the potential to elevate the City of Atlanta and is essential to moving the mayor's vision forward.

With the effective use of technology, we become more efficient, more effective, and innovative. We become more capable of enhancing the experience of all affected by City government.

AIM's mission is to advance Atlanta by being consistent in the delivery of innovative, reliable, secure, and user-focused technology solutions.

Our team members exemplify the shared core values above, so if you have these characteristics, consider joining us as we work to advance technology for the city, its esteemed citizens, and valued visitors.

RESPONSIBILITIES

General Description and Classification Standards

Provides varied administrative and clerical services to an assigned department. May supervise administrative support staff, temporary employees, or interns.

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

Plans and / or coordinates meetings within the Department of Atlanta Information Management (AIM) or across departments on behalf of AIM executives.

Carries out special projects of an administrative or office operations nature. Answers call and respond to general phone, email, or written inquiries.

Relays messages; receives, processes, and distributes mail. Maintains department records and files.

Supervision Received

Works under very general supervision. May work independently or with other workers responsible for completing assigned tasks.

Essential Duties & Responsibilities

These are typical responsibilities for this position and should not be construed as exclusive or all-inclusive. May perform other duties as assigned.

• Coordinates calendar events on behalf of AIM executives, including planning / scheduling appointments, meetings, and interviews;
• updates regularly; contacts parties involved, as appropriate. Handles incoming inquiries and requests; answers the telephone;
• routes and returns telephone calls; Composes and sends routine correspondence, applications, forms, and reports. Examines reports, other draft material, purchase orders, vouchers and permit applications for errors;

corrects errors before producing the final copy. Identifies equipment or office material deficiencies; sends requests for repair, maintenance, or replacement of equipment; orders new supplies.

Composes and prepares routine correspondence, letters, memoranda, applications, reports, and other documents. Collates, binds, and stores computer-generated reports.

Transcribes notes from meetings into the prescribed format. Prepares budget documents as directed; researches past expenses and projected costs to support budget preparation.

Completes requisitions for purchases and submits for appropriate approval.

Decision Making

Uses independent judgment in routine and non-routine situations. Coordinates calendar events and purchases materials and supplies for the office.

Leadership Provided

Routinely provides work group leadership, guidance, and / or training to less experienced staff.

Knowledge, Skills & Abilities

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

Strong attention to detail. Ability to learn new technologies quickly and independently. Knowledge of administrative and office management procedures, methods, and department structure and operations.

Skill in communicating and interacting with supervisors and other staff members; using standard office software, e.g., Word, Excel, PowerPoint;

using specialized office data systems; and building effective relationships within and outside of the organization. Ability to create, compile, organize, prepare, and maintain various records, reports, presentations, and information.

QUALIFICATIONS

Minimum Qualifications - Education and Experience

A high school diploma or GED and 1-3 years of progressively responsible secretarial, clerical, or general administrative experience are required.

Preferred Education & Experience

An associate degree in secretarial science, business / public administration, or a related field and 3-5 years of secretarial, clerical, or general administrative and supervisory experience are preferred.

Licensures and Certifications

None required.

Essential Capabilities and Work Environment

Physical, lifting, and sensory capabilities are required to perform the job successfully.

Must be able to spend long hours at a computer and in an office setting.