Administrative Assistant

Job Responsibilities

• Perform a wide variety of clerical duties such as processing paperwork, entering data into various City databases, schedule meetings and take meeting notes
• Interact with external and internal parties over the phone and face to face interaction
• Cookordinate with the Division staff and department’s Central Purchasing team in processing invoices for payments, monitoring and submitting requisitions for supplies and materials, and initiating purchase orders
• Review and monitor monthly interdepartmental charges
• Review staff travel and training documents and make travel and training arrangements
• Keep track of employee training certificates and license renewal
• Provide support to managers and staff in coordinating and writing M&Cs and reviewing documents for accuracy and quality
• Assist with analytical research support and various projects, data analysis and reconciliation, prepare and present reports
• Assist with planning, development and implement work plans to include goals and objectives and execute written and oral reports
• Support in planning and executing special events
• Coordinate inter-divisional meetings, workgroups, and tasks
• Distribution of weekend call list, system service request and work order reports
• Assist with division purchases through procurement cards, purchase orders, and voucher memos

Requirements

• Associate’s degree from an accredited college with major course work in Business Management, Public Administration, Business Administration or related field
• Four (4) years of clerical and administrative experience

Preferred Qualifications

• Proficient skills using Microsoft Office experience (Word, Excel, PowerPoint)
• Purchasing experience and vendor management for invoicing
• Knowledge and experience in project coordination
• Planning and executing special events
• Calendar management for executive team members

Benefits

• 11 Paid Holidays
• Medical
• Dental
• Vision
• Paid Time Off
• Pension Plan
• Professional Development Opportunities