Administrative Assistant - City Cemeteries Div. (Accepting Applications October 30th ONLY) (2603504)

The Administrative Assistant performs a variety of intermediate to complex administrative and clerical functions in support of the department.  Some duties and projects may be of a highly confidential or sensitive nature and is based upon the department assigned.

• Performs word processing duties for preparation of memoranda, letters, departmental procedures, agendas, resolutions, ordinances, and other documents.
• Notarizes documents and enters information into databases.
• Processes invoices for payment and is responsible for departmental purchasing records and related documents.
• Prepares and gathers budget information for data entry and reports.
• Maintains records of expenditures and reconciles accounts.
• Performs research on policy, rules and regulations, and historical data.
• Maintains the departmental calendars.
• Enters information into department databases; updates database information; creates new spreadsheets/files; and purges old data as appropriate.
• Enters departmental payroll and prepares personnel forms for worker's compensation, accident reports, insurance, risk management, and any other necessary related forms or payroll functions.
• Maintains comprehensive confidential, sensitive personnel records; assists in preparing Personnel Action forms for discipline, including demotion, termination of employees working with HR Analyst.
• Prepares and coordinates travel arrangements for conferences and training in accordance with policy and procedures.
• Responds to inquiries from the public in person and by telephone.
• Answers telephones; provides information and assistance, takes messages or forwards to appropriate personnel.
• Responds to service requests.
• Interment assistance (lot sales, funeral arrangements, partial payments, customers inquiry on procedures).
• Receives, counts, verifies, transports and deposit funds collected, if applicable.
• Inventories and orders supplies as necessary.
• Performs other related duties as assigned. 

Requires Associate Degree in Business or Public Administration or related field supplemented by two (2) years of administrative, clerical, or customer service experience; or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities.

Must be willing to obtain notary certificate for the State of Georgia within six months of hire. Must possess and maintain a valid state driver's license with an acceptable driving history.
 
Additional Requirements
 Background investigation, including supervised drug screen, post offer/pre-employment medical screen; and verification of education, certifications, and licenses required prior to employment.

Knowledge, Skills & Abilities

• KNOWLEDGE, SKILLS & ABILITIES:
• Knowledge of the principles and practices of governmental accounting.
• Knowledge of municipal auditing principles and practices.
• Knowledge of city budgetary and purchasing policies.
• Knowledge of relevant local, state, and federal regulations.
• Knowledge of office equipment.
• Skill in developing short- and long-range plans.
• Skill in establishing priorities and organizing work.
• Skill in public and interpersonal relations.
• Skill in the use of office equipment and in the training of others in its use.
• Skill in oral and written communication.

Minimum Standards

SUPERVISORY CONTROLS:  The Director assigns work in terms of general instructions.  The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.
  
 GUIDELINES:  Guidelines include procedures for bank reconciliations, audit procedures, retention schedules, and city purchasing policies. These guidelines are generally clear and specific, but may require some interpretation in application.
  
 COMPLEXITY:  The work consists of related administrative duties.  Strict regulations and deadlines contribute to the complexity of the work.
  
 SCOPE AND EFFECT:  The purpose of this position is to provide administrative support for department operations.  Success in this position results in the efficiency of department activities.
  
 PERSONAL CONTACTS:  Contacts are typically with other city employees, bankers, accountants, auditors, and the general public.
  
 PURPOSE OF CONTACTS:  Contacts are typically to give or exchange information, provide services, and resolve problems.
  
 PHYSICAL DEMANDS:  The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, or stooping. The employee occasionally lifts light objects.
  
 WORK ENVIRONMENT:  The work is typically performed in an office.
  
 SUPERVISORY AND MANAGEMENT RESPONSIBILITY:  None.