Administrative Assistant

About the Role

This position provides comprehensive, multi-task administrative and clerical support to the Administration Department, directly assisting the City Administrator, Deputy City Administrator, Assistant City Administrator, and City Council. The role serves as a primary point of contact for the municipality, delivering high-quality front-line customer service to the public both in person and over the phone. May assist with special projects and departmental initiatives to ensure efficient city operations.

Responsibilities

• Front-Line Customer Service & Public Relations
  • Greets the public, answers incoming calls for the City Administration Department, and responds to inquiries from employees and citizens; refers individuals to appropriate personnel when necessary.
  • Helps resolve citizen service requests, complaints, and information inquiries, directing them to the correct department as needed.
  • Coordinates directly with the HR Administrative Assistant to ensure seamless telephone and front-desk reception coverage.
• Executive & Departmental Administrative Support
  • Provides comprehensive clerical and logistical support to the City Administrator, Deputy City Administrator, and Assistant City Administrator.
  • Reconciles purchasing cards, processes invoices for payment, and manages travel and registration arrangements for professional conferences.
  • Coordinates meetings by securing venues, notifying attendees, and arranging catering/food logistics when required.
  • Compiles project updates, timelines, status reports, and other documentation; assists in managing daily office operations, including the procurement of office supplies and specialized equipment.
• City Council Support
  • Provides administrative aid to the City Council, including assisting with the preparation of agenda requests, drafting ceremonial proclamations, and coordinating member availability.
• Correspondence, Data, & Document Management
  • Composes, types, and edits professional correspondence, memos, Excel reports, and other documentation requiring a high degree of judgment, accuracy, and completeness.
  • Manages the pickup, sorting, and distribution of daily municipal mail, as well as the tracking of special parcel shipments.
• Equipment & Technology Utilization
  • Competently operates a variety of standard office machinery, including computers, printers, copiers, postage meters, and fax machines.
  • Utilizes a wide array of specialized and standard computer software applications to execute daily tasks efficiently.

Requirements

• Education and Experience
  • High School Diploma or GED equivalent required.
  • An Associate’s degree in Public Administration, Business Administration, Office Management, or a closely related field is highly preferred.
  • Must be highly proficient in Google Workspace applications including Gmail, Docs, Sheets, Drive, etc.
  • Two (2) to three (3) years of progressive clerical or administrative experience.
  • Or any equivalent combination of training and experience which provides the required skills, knowledge, and abilities.
• Licenses or Certifications
  • Must have a valid South Carolina driver’s license or be able to obtain one.

Benefits

• PEBA Retirement
• Paid Annual and Sick Leave
• 12 paid holidays per year
• Access to FREE acute medical care for employees, their spouse, and children under the age of 26
• 401K and 457 Retirement Plan Options
• Comprehensive Medical, Dental, and Vision Plans
• Life Insurance
• Medical Flexible Spending Plan/Health Savings Account