Administrative Assistant I - Administration

Work Hours: Full-Time; Monday-Friday, 8 a.m.-5 p.m.

JOB SUMMARY
The Administrative Assistant I is the City’s primary receptionist and provides routine administrative, clerical, and customer service support to the Administration Department. The Administrative Assistant I must communicate effectively in-person and via phone or email with internal and external customers, rely on experience and judgment to refer visitors and callers to other city staff, and be responsible for establishing effective office routines and procedures. The Administrative Assistant I may be assigned a wide variety of routine and non-routine assignments.

ESSENTIAL FUNCTIONS / DUTIES AND RESPONSIBILITIES

1. Serves as first point of contact for the city; answers, screens, and forwards telephone calls; greets visitors; records and relays complex messages and appointments as necessary; disseminates information via telephone, email, or in hard copy; documents complaints and requests; responds to complaints and requests for information or services; serves as liaison to resolve problems with external and internal customers; relays messages, orders, and instructions to the public and other personnel; receives, sorts, and assists with incoming and outgoing mail and deliveries; posts public notices.
2. Maintains schedules for meeting rooms and shared vehicles; coordinates and schedules meetings, training, appointments, and facility use.
3. Maintains records and filing systems.
4. Creates and maintains databases; issues parking passes to residents.
5. Provides notary services.
6. Utilizes a computer, applicable software, and standard office equipment while performing essential functions.
7. Maintains a welcoming lobby and front desk area; ensures the reception area is tidy, organized, and presentable, with necessary materials readily available.
8. Performs purchasing responsibilities for the office/department, including, but not limited to: creating purchase orders and processing requesting payment of invoices/requisitions; ordering office supplies; checking and maintaining office supply levels; receiving materials; verifying deliveries; and assisting with periodic inventory.
9. Cross trains with other city staff and fills in for/assists other office support personnel in the event of absence, emergency, etc.
10. Assists with special events and projects as requested, including, but not limited to: working festivals, making copies, and preparing merchandise or promotional items.
11. Makes suggestions to the supervisor concerning improvement of the office, in keeping with policies and procedures.

All positions at the City of Orange Beach have the job responsibilities below:

1. Handles sensitive information in a confidential manner.
2. Maintains a highly professional attitude and demeanor at all times.
3. Provides responsible, appropriate, and satisfactory leadership within the City.
4. Communicates positively and professionally in all aspects of the position.
5. Attends all department meetings, City meetings, and professional development activities.
6. Becomes thoroughly familiar with all pertinent state and national policies and comply with said policies.
7. Complies with City wide and departmental policies, as well as state and federal laws.
8. Ensures the positive promotion of the City.
9. Is prompt and punctual in reporting for work, meetings, etc.
10. Performs other duties as assigned.

QUALIFICATIONS
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 qualified individuals with disabilities to perform the essential functions. An equivalent combination of education and experience sufficient to successfully perform the essential functions, duties and responsibilities of the job may be considered.

REQUIRED QUALIFICATIONS

1. High school diploma or equivalent.
2. Excellent interpersonal skills, strong verbal and written communication skills, and efficient organizational and multitasking skills.
3. A current and valid driver’s license is required.
4. A current notary public or must be able to obtain and maintain a notary public certification.

PREFERRED QUALIFICATIONS

1. N/A.

PHYSICAL DEMANDS AND WORKING CONDITIONS
The physical and mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

While performing the duties of this job, the employee is regularly required to sit. The employee frequently is required to use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand and walk. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus.

While performing the duties of this job, the employee regularly works in indoor conditions and regularly works near video display. The noise level in the work environment is usually moderate.