JOB SUMMARY

The Administrative Assistant provides administrative support to an assigned department in the city. The incumbent’s work generally involves public contact, maintaining a variety of records, receiving phone calls, and coordinating and scheduling meetings.

ESSENTIAL JOB FUNCTIONS

Police:

Greets and directs visitors and maintains employee and department directories.
Answers telephones, routes calls, and respond to inquiries from the public and staff.
Provides information regarding events, forms, contacts, and resources.
Enters invoices, refunds, deposits, and financial data; receives and processes payments for events and Community Room rentals.
Coordinates calendars, appointments, and meetings.
Maintains correspondence and departmental records.
Serves as the primary contact for Community Room operations and rentals, managing contracts, scheduling, invoicing, deposits, reminder communications, and maintaining knowledge of facility and audio/visual systems.
Provides tours of the Police Department and Community Room and accepts public donations in support of community outreach efforts.
Attends community meetings and events, including evenings and weekends; assists with event preparation, material distribution, photography for social media, and seasonal programs.
Performs other related duties as required.

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS

High School diploma or equivalent; one (1) year of progressively responsible administrative work, with some experience in the public sector preferred; or an equivalent of education or experience.

CERTIFICATION, LICENSE, AND SPECIAL REQUIREMENTS

Possess and maintain a Valid Georgia Driver’s License and a satisfactory Motor Vehicle Record (MVR).
For Human Resources Department, a PHR, PHR, or SHRM-CP certification preferred.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of modern office practices, methods, equipment, and standard clerical procedures.
Knowledge of or ability to learn the department's rules, regulations, policies, and procedures.
Knowledge of all municipal functions, contacts, and activities of various departments.
Knowledge of use of proper grammar and spelling.
Skill in operating a computer.
Skill in oral and written communication.
Skill in time management, organization, and people.
Ability to learn, understand and apply the concepts, practices and procedures of the department.
Ability to pay close attention to details.
Ability to handle several projects simultaneously.
Ability to understand and follow quickly and accurately oral and written instructions.
Ability to prepare clear and concise reports and maintain accurate records. Ability to maintain alphabetical and chronological files.
Ability to work independently without specific instructions.
Ability to establish and maintain effective working relationships with City employees and the public.
Ability to provide excellent customer service to employees and vendors in person and by telephone.
Ability to maintain complex records.
Ability to have good judgment, tact and professionalism.
Ability to multi-task with frequent interruptions.

PHYSICAL DEMANDS

The work requires prolonged periods of sitting intermittently, standing and walking. Duties involve frequent use of a computer and standard office equipment, including repetitive hand and finger movements for typing and document handling. The position requires adequate visual, auditory, and verbal acuity to communicate effectively, review documents, and perform detailed administrative tasks, including lifting or moving materials or equipment as required by the duties of the position.

WORK ENVIRONMENT

The work is typically performed in an office environment.

City of Douglasville

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ADMINISTRATIVE ASSISTANT