Administrative Assistant

Salary: $40,760 annually

Position open until 12/16/2024

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 department or across departments. Carries out special projects of an administrative or office operations nature. Answers calls, responds to general phone, email, or written inquires. 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 with responsibility for completion of 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. 

• Composes and prepares routine correspondence, letters, memoranda, applications, reports and other documents. 
• Collates, binds, and stores computer generated reports. 
• Transcribes tapes and/or notes from meetings into 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. 
• Handles incoming inquiries and requests; answers the telephone; routes and returns telephone calls; Composes and sends routine correspondence, applications, forms and reports.
• May coordinate calendar events to include planning/scheduling appointments, meetings, and interviews; updates on a regular basis; contacts parties involved, as appropriate.
• Examines reports, other draft material, purchase orders, vouchers and permit applications for errors; corrects errors before producing final copy.
• Identifies equipment or office material deficiencies; sends requests for repair, maintenance or replacement of equipment; orders new supplies. 

Decision Making 

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

Leadership Provided 

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

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. 

• Knowledge of administrative and office management procedures and methods; some knowledge of department structure and operations. 
• Skill in communicating and interacting with supervisors and other staff members; in using standard office software, e.g. Word, Excel, PowerPoint; in using specialized office data systems; in building effective relationships within the organization and with outside contacts. 
• Ability to compile, organize, prepare and maintain an assortment of records, reports and information.

Minimum Qualifications 

Education and Experience 

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

Preferred Education & Experience 

Associate's degree in secretarial science, business/public administration or related field and 3-5 years' of secretarial, clerical or general administrative and supervisory experience preferred. 

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.

It is the policy of the City of Atlanta (“COA”) that qualified individuals with disabilities are not discriminated against because of their disabilities regarding job application procedures, hiring, and other terms and conditions of e