Administrative Assistant I

Posting number: 202600095

Department: Solid Waste

Division: Sanitation

Job classification: Administrative Assistant I

Posting type: Open

Categories: Office and Administrative Support

Summary

The Administrative Assistant I is responsible for performing administrative and clerical duties within the departmental and Macon-Bibb County procedures and guidelines.  

QUALIFICATION REQUIREMENTS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Examples of duties

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

• Answers the telephone, acts as receptionist, and assists in processing citizen service requests.
• Assists the general public in answering questions and information requests.
• Maintains appointment schedules for departmental personnel, as appropriate.
• Processes or assists in processing departmental biweekly payroll and maintaining related records.
• Answers inquiries requiring interpretation of departmental policies, rules and regulations.
• Keeps records of complaints and departmental services.
• Performs proofing and review of documents. 
• Assists in preparing cost estimates of projected quantities and costs for items to be purchased.
• Establishes and maintains complex filing systems.
• Sorts and distributes mail and interdepartmental correspondence.
• Performs data entry functions and assists in processing citizen fee payments, if applicable.
• Screens and refers callers and takes telephone messages for department personnel.
• Responds to information requests about departmental programs and activities.
• Prepares correspondence in accordance with established policies and procedures.
• Types a variety of materials including administrative and public reports for reproduction and distribution.
• Prepares worksheets and tables, and conducts research for special projects as required.
• Performs various mathematical computations.
• Makes arrangements for meetings and conferences as appropriate.
• Prepares agenda and materials in accordance with established practices.
• Assists in the preparation of the annual budget of the department.
  • Compiles specifications and writes requisitions for materials and equipment used by the department or division.

Qualifications

The Office Assistant I should possess, at a minimum, a valid high school diploma or GED equivalent, preferred to have at least two (2) years’ experience in a related clerical position; or any equivalent combination of education and experience which provides the required knowledge, skills, and abilities to successfully perform the duties and responsibilities of the position.

NECESSARY SPECIAL REQUIREMENTS

• Must meet the skill level, BASIC, as evaluated by the Macon-Bibb County administrative test. 
• Possession of a valid Georgia Motor Vehicle Operator’s License.
• Must be able to type up to 40 words per minute

Supplemental information

The Office Assistant I must be knowledgeable of the following principles, procedures, and concepts:

• Knowledge of modern office practices and procedures.
• Knowledge of English grammar and spelling. 
• Knowledge of personal computers and basic office programs.
• Knowledge of bookkeeping principles and practices.  
• Ability to coordinate and oversee the work of clerical employees when so directed. 
• Ability to make priority decisions in accordance with established rules, regulations and departmental policies.  
• Ability to establish and monitor the maintenance of complex record keeping systems and to prepare reports from these records.  
• Ability to use discretion in handling sensitive materials and other confidential information.
• Ability to maintain effective working relationships with fellow employees and with members of the general public.