Administrative Assistant - Senior (ATLDOT)

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: 8/20/2024

Salary: $35,350.43 - $53,132.76

General Description and Classification Standards 

Provides varied and advanced level administrative and support services to an assigned department. Typically supervises lower-level administrative support staff, temporary employees, or interns. Prepares, reviews, distributes, and files routine correspondence, memoranda, letters, and reports; attends staff and other meetings and takes notes or minutes.  Plans and/or coordinates meetings within departments or across departments.  Carries out special administrative or office operations projects; as needed, serves on interdepartmental teams for process improvement or other tasks.  Answers calls and responds to general phone, email, or written inquiries. 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.

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

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. 

Manage executive calendars: Coordinate and schedule appointments, meetings, and events for senior executives, ensuring efficient use of their time.

Prepare and distribute correspondence: Compose and proofread emails, memos, reports, and other documents on behalf of Installation Chiefs, ensuring accuracy and professionalism.

Act as a point of contact: Answer and screen phone calls, take messages, and respond to inquiries on behalf of Installation Chiefs.

Coordinate meetings and conferences: Arrange logistics for meetings and conferences, including reserving meeting rooms, setting up audiovisual equipment, and coordinating catering, as needed.

Manage sensitive and confidential information: Handle confidential and sensitive information and documents with utmost discretion and always maintain confidentiality.

Provide administrative support: Assist with general administrative tasks such as filing, organizing, and maintaining records, managing office supplies, and coordinating office equipment maintenance and repairs.

Coordinate projects and initiatives: Assist with the planning, coordination, and implementation of special projects and initiatives as assigned by Installation Chiefs.

Liaise with internal and external stakeholders: Interact professionally and effectively with internal team members, external clients, vendors, and partners, ensuring a positive and professional image of the organization.

Support Installation Chiefs in decision-making: Conduct research, gather data, and prepare reports and presentations to support Installation Chiefs in making informed decisions.

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 Signals and Signs 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.

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