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City of Kalamazoo · 1 week ago

ADMINISTRATIVE ASSISTANT, LEAD

Columbia, SC

Full-time

Onsite

Mid Level

3+ years exp

The City of Kalamazoo is seeking a Lead Administrative Assistant to provide highly responsible administrative, secretarial, and clerical assistance to support department operations. The role involves scheduling, coordinating meetings, managing office productivity, and providing professional customer service.

CommunitiesGovernmentLocal

Responsibilities

Provides administrative and secretarial support to assigned supervisor, performing such duties as scheduling and coordinating meetings and appointments, researching and compiling data for reports and studies, composing and/or preparing routine and confidential reports and correspondence, making travel and accommodations arrangements for staff, etc

Evaluates office operations and makes recommendations for changes in order to maintain office productivity and efficiency

Assists supervisor in planning and implementing various department programs, activities and services as assigned

Composes, prepares, types, copies, files, processes, mails and/or transmits various documents, which may include forms, correspondence, memos, presentation materials, reports, agreements, contracts, leases, press releases, etc

Establishes and maintains the department’s filing system

Attends meetings; prepares meeting agendas and packets; prepares and distributes meeting minutes; provides administrative and clerical support to various committees, commissions and boards as required

May provide technical and clerical assistance in the preparation of assigned budgets; may assist in administering grants; may monitor expenditures, process invoices, reconcile accounts, and prepare related financial records and reports

Answers the telephone; provides accurate information to callers and/or forwards calls to appropriate personnel; takes messages as needed; greets and assists office visitors

Performs other routine clerical work, including but not limited to copying and filing documents, sending and receiving faxes, entering and retrieving computer data, preparing spreadsheets, assembling materials, ordering supplies, processing daily mail, maintaining lists and logs, etc

Receives, researches and responds to inquiries, requests for assistance and concerns from other City departments, agencies, organizations, professionals and the public; assists supervisor in coordinating department activities with those of other departments and agencies as appropriate

May provide leadership of assigned clerical staff; offers training, advice and assistance as necessary

May perform specialized duties peculiar to assigned department

Coordinates and/or participates in special projects as assigned

Attends staff, committee and City meetings as required; may represent supervisor at various meetings as requested

Attends training, meetings, seminars and/or workshops to enhance job knowledge and skills; and

Performs other related duties as assigned