Administrative Assistant III

Provides direct secretarial and administrative support to the department head within the guidelines of standard operating procedures, department rules and regulations, and County policies.  Works with department heads, co-workers, employees in other departments, contractors and the general public as it relates to responsibilities of the Augusta Planning & Development Department.

 

KEY REPONSIBILITIES AND PERFORMANCE STANDARDS

• Coordinates and provides administrative/clerical support for an assigned department/division, processes a variety of documentation associated with department/division operations within designated timeframes and per established procedures; works with and provides guidance and assistance to administrative/clerical staff assigned to divisions or work units within the department to ensure uniform and cooperative work efforts; and maintains confidentiality of departmental documentation and issues.
• Serves as liaison between the assigned department and other departments/divisions, staff members, Consolidated Government officials, the public, community leaders, outside agencies, or other individuals or organizations, distributes and receives routine information; interacts with various officials and dignitaries involving sensitive client relations; conveys information among division/department personnel; and circulates documentation to appropriate departments.
• Maintains calendar/schedule of activities for the assigned manager and department/division: schedules and confirms appointments, meetings, interviews, conferences, training activities, or other activities; updates calendar on a regular basis; and notifies parties involved of changes.
• Coordinates travel arrangements, accommodations, conference registrations, or other travel-related plans for department management or other staff.
• Maintains file system of various files/records for the assigned area, prepares files, organizes documentation, and files documents in designated order; retrieves/replaces files; scans records into computer; shreds/destroys confidential or obsolete documents; and conducts records maintenance activities in compliance with guidelines governing record retention.
• Research, compiles, and/or monitors administrative or statistical data pertaining to department operations: summarizes data, performs routine data analysis, and prepares reports; and conducts research of department files, legal records, database records, electronic data sources, Internet sites, hardcopy materials, or other sources as needed.
• Distributes documentation between departments/staff members and internal/external individuals/agencies: operates fax machine to send/receive documentation; distributes/delivers incoming faxes, subpoenas, mail, or other documentation to appropriate personnel; sorts, organizes, opens, and/or distributes incoming mail; signs for incoming packages and delivers to appropriate personnel; processes outgoing mail; and copies and distributes forms, reports, correspondence, schedules, agendas, or other documentation.
• Types, prepares, proofreads, and/or completes various forms, reports, correspondence, lists, logs, notices, schedules, calendars, attendance records, check requests, purchase orders, requisitions, budget documents, contracts, agreements, statistical reports, incident/accident reports, work order requests, agendas, minutes, motions, ordinances, resolutions, accident/incident reports, inventory records, charts, graphs, spreadsheets, or other documents.
• Coordinates arrangements for various meetings, notifies participants of scheduled meetings; prepares meeting notices, agendas, and meeting packets; coordinates room reservations, setup, refreshments, and equipment required for meetings; attends meetings; records and/or transcribes meeting minutes; distributes documentation; and maintains related records.

Qualifications

Education:  High school diploma or GED 

Preferred: Associate’s Degree in Secretarial Science, Business Management, Accounting or related field with ICC Certified Permit Technician experience.

Experience:  Three (3) years of responsible administrative support, customer service, office management and/or project management including administrative work supporting senior level staff or management; experience in a municipal government environment is preferred.

Knowledge/Skills/Abilities: