Administrative Assistant I

Salary: $17.00 - $23.97 Hourly
Location : City of Gulf Shores, AL
Job Type: Full-Time
Job Number:
Department: Public Works
Division: PW-General Services
Opening Date: 05/05/2025
Closing Date: Continuous

Description

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.
Essential Job Functions

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.

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

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

IMPORTANT JOB FUNCTIONS:
Performs other related duties as assigned.

MATERIAL AND EQUIPMENT USED:
General office equipment
City vehicles
The City of Gulf Shores offers a comprehensive benefit package with options that can help protect your health, finances and peace of mind. Just as the City of Gulf Shores is dedicated to the people in our community, we are also dedicated to providing employees with benefits that fit your diverse needs. Our benefit package includes health, dental, vision, life, disability and other voluntary products offered through Aflac. The City also has an employee clinic for those employees who are enrolled in our health insurance plan to utilize free of charge.

WHEN BENEFITS BEGIN
Benefits are available to all eligible employees and dependents following the applicable waiting period:

• Benefits begin first of the month following 30 days after date of hire
• Part-time employees who work thirty (30) hours per week on a regular basis are eligible to participate in the City medical insurance program the same as the 40-hour employees.