Administrative Assistant I ID- 11298
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Description
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This is a broad administrative class that provides support to department staff; assists the general public and City staff in other departments with various requests, inquiries or problems; serves as back up to other staff as needed. Assignments in these classes vary by department.
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Essential Job Functions
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Receives and greets all visitors including vendors, clients, job candidates, customers and other visitors having business with department; assists, provides instructions or directs to other departments if appropriate.
Prepares and processes invoices.
Provides telephone reception services to the general public and/or staff; assists callers or routes to appropriate staff.
Performs basic office and clerical duties such as making copies, sending and receiving faxes; distributing faxes to appropriate staff/department, and obtaining signatures on documents as needed.
Retrieves, opens, stamps, sorts, and distributes incoming, interoffice, and outgoing mail and packages including FedEx and UPS.
Enters various data/information into database(s) related to department functions or activities; updates database(s) as needed.
Formats and types letters, memos, forms, labels, agendas, notices, reports, or other correspondence and proofs correspondence and related documents of staff.
Receives and processes request for public records; determines deposition dates of records in compliance with State guidelines and arranges for destruction of records; creates and updates finding aids for archived records.
Remote Live Chat, $35/hr, College Student, No Experience Phone Support, Remote, $40/hr, Evening/Night Shift Live Chat Support, $40/hr, Part-Time, Remote, No Degree Live Chat Support, $45/hr, Part-Time, Remote, No Degree Live Chat Support, $42/hr, Weekend, Remote, No Degree Data Entry, $50/hr, Remote, Evening Job, College Student Remote Moderator, $40/hr, Part-Time, Weekend, No Degree Live Chat Support, $40/hr, Remote, Entry Level, Part-Time Entry-Level Remote Data Entry, $35/hr, Evening Job Virtual Assistant, $40/hr, No Experience, Remote, Night Job Remote Phone Support, $40/hr, Evening, No Experience Required Remote Data Entry, $45/hr, No Degree, Weekend, Night Job Phone Job, $50/hr, Remote, No Degree, Part-Time, Weekend Remote Customer Support, $40/hr, No Experience, Part-Time Customer Support, $40/hr, Remote, Evening, No Experience Remote Phone Job, $50/hr, College Student, Night Shift Live Chat Support, $45/hr, Part-Time, Remote, No Degree Remote Data Entry, No Experience, $40/hr, Part-Time Live Chat Support, $40/hr, Part-Time, Remote, No Degree Data Entry, No Degree, $45/hr, Part-Time, Remote Job Phone Job, $50/hr, Remote, No Degree, Part-Time, Weekend Virtual Assistant, $42/hr, Remote, No Experience, Evening Data Entry, $40/hr, Remote, Night Shift, College Student Job Remote Moderator, $42/hr, Part-Time, Weekend, No Degree Remote Customer Support, $42/hr, Night Job, No Experience Live Chat Support, Remote, $40/hr, Night Shift, College Student Virtual Assistant, $42/hr, Evening, Remote, No Degree Remote Moderator, $42/hr, Part-Time, Weekend, No Degree Virtual Assistant, $45/hr, No Experience, Remote, Night Job Weekend Data Entry, $45/hr, Remote, No Experience Data Entry, $50/hr, Night Job, No Degree, Remote Remote Moderator, No Degree, $35/hr, Evening, Weekend Job Customer Support, $40/hr, Remote, Evening, No Experience Weekend Customer Support, $42/hr, Remote, College Student Remote Live Chat, $45/hr, College Student, No Experience Live Chat Support, $40/hr, Remote, Entry Level, Part-Time Virtual Assistant, $40/hr, Remote, Weekend, Entry Level Customer Support, $35/hr, Night Job, Remote, No Experience Data Entry, $50/hr, Night Job, No Degree, Remote Remote Customer Support, $40/hr, Night Job, No Experience Remote Phone Job, $50/hr, College Student, Night Shift Remote Moderator, $42/hr, Part-Time, Weekend, No Degree Virtual Assistant, $40/hr, Evening, Remote, College Student Part-Time Data Entry, $45/hr, Remote, College Student Friendly Entry-Level Remote Data Entry, $35/hr, Evening Job Virtual Assistant, $40/hr, Remote, No Experience, Evening Evening Virtual Assistant, Remote, $45/hr, No Experience Data Entry, Remote, $42/hr, Evening Job, No Degree Entry Level Phone Job, $42/hr, Remote, No Degree Required Data Entry, $45/hr, Remote, Evening, No Experience Required Data Entry, Remote, $40/hr, Night Shift, No Degree Remote Customer Support, $45/hr, Part-Time, College Student Data Entry, $45/hr, Remote, Night Shift, College Student Job Virtual Assistant, $40/hr, Evening, Remote, No Degree Phone Job, $45/hr, Remote, Night Shift, No Degree Virtual Assistant, $40/hr, Remote, No Experience, Evening Remote Customer Support, $35/hr, Night Shift, No Degree Remote Customer Support, $35/hr, Night Shift, No Degree Phone Job, $40/hr, Remote, Night Shift, No Degree Data Entry, $40/hr, No Experience, Remote, Weekend Job Remote Customer Support, $45/hr, Part-Time, College Student Live Chat Support, $45/hr, Weekend, Remote, College Student Virtual Assistant, Remote, $40/hr, Weekend, No Experience Remote Customer Support, $45/hr, No Degree, Evening Job Data Entry, $40/hr, Remote, Evening, No Experience Required Data Entry, $35/hr, Remote, Evening Job, College Student Remote Data Entry, $35/hr, No Experience, Evening/Night Job Phone Job, $40/hr, Remote, Night Shift, No Degree Remote Data Entry, $50/hr, No Experience, Evening/Night Job Virtual Assistant, $42/hr, Remote, Weekend, No Degree Data Entry, $40/hr, Evening Job, No Experience, Remote Data Entry, $40/hr, Remote, Evening, No Experience Required Remote Phone Job, $42/hr, Part-Time, College Student Friendly Remote Customer Support, $40/hr, Night Job, No Experience Live Chat Support, $35/hr, Remote, No Experience Required Virtual Assistant, $45/hr, Remote, No Experience, Night Job Virtual Assistant, No Degree, $45/hr, Remote, Part-Time Remote Customer Support, $40/hr, Night Job, No Experience Data Entry, $35/hr, Remote, Evening Job, College Student Remote Live Chat, $45/hr, College Student, No Experience Remote Moderator, No Degree, $50/hr, Evening, Weekend Job Virtual Assistant, $40/hr, Evening, Remote, College Student Data Entry, $45/hr, Remote, Evening, No Experience Required Phone Support, Remote, $35/hr, No Experience, Night Shift Remote Moderator, $42/hr, College Student, Weekend Job
Organizes and maintains various filing systems and manuals.
Generates purchase orders, to include: preparing requisitions and invoices; requesting forms for vendors; coordinating orders; receiving and reconciling shipments with purchase orders; ordering and maintaining supplies; maintaining vendor files; coordinating equipment maintenance and repairs; and copying, sorting and/or filing information.
Prepares employee time sheets and time cards for payroll.
Coordinates and schedules appointments, meetings, or reservations at the request of staff; prepares the location, photocopies materials and prepares agendas.
Document attendance for City Wellness Coach and Human Resource health insurance requirements.
Maintains inventory of department supplies.
Operates and performs routine maintenance of general office machines such as copiers, facsimile machines, and telephone systems.
Review and data entry for contract employees work reporting.
Maintain MSDS and inventory of the Hazardous Materials Storage building.
Maintain reception area. -
Minimum Qualifications Required
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Education and Experience:
High School Diploma or equivalent; and one to two years of progressively responsible experience; or any combination of education, training and experience which provides the required knowledge, skills, and abilities to perform the essential functions of the job.
Licenses and Certifications:(depending upon assignment)
Necessary- FEMA/NIMS 100,300,400,700,800; NCIC Certification; ACJIC Certification; Police Records-Management & Administration Certification
Desirable- ICC Permit Technician; APCO Certification; State of Alabama Notary Public -
Additional Position Information
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IMPORTANT JOB FUNCTIONS:
Performs other related duties as assigned.
MATERIAL AND EQUIPMENT USED:
General office equipment
City vehicles
