Administrative Support Assistant

Salary : $40,581.36 - $42,636.78 Annually

Location : 303 W. Church Street-City Hall, NC

Job Type: Non-Exempt

Job Number: 00325

Department: City Manager/Clerk

Opening Date: 11/06/2024

Description

OPEN UNTIL FILLED

General Definition of Work
Performs highly difficult skilled administrative support work for the Administration & Governing Body Departments. An employee in this class independently performs varied and skilled administrative, secretarial, and office management duties. Duties include strong internal and external contacts; work also consists of managing varied and/or complex records and files. Serves as point of contact for City Clerk and City Manager Offices. Work is performed under the general supervision of the Administrative Services Director / City Clerk.

Qualification Requirements
To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions.
Examples of Duties

Essential Functions
Provide administrative support to the Administration Department and Governing Body as directed by the Administrative Services Director / City Clerk (ASD).
Assist in the preparation of meeting minutes; assist with meeting preparation activities for City Council meetings; notarizes official documents in the absence of the ASD.
Draft agenda action reports and inputs into the agenda portal; drafts welcome letters, recognition certificates, and other ceremonial documents for presentation by the Mayor/City Council; drafts press releases, and correspondence.
Maintains current membership rosters of various boards and commissions; alerts appointing authority of upcoming term expirations; verifies candidate's eligibility to serve; coordinates with various departments on filling board vacancies.
Reserves and coordinates Council Chambers and various conference rooms for meetings; ensures technology and building accommodations are in place.
Assist with researching and processing public records requests or historical information on file; coordination of public records requests requires coordinating with staff, seeking approval by City Attorney and case completion.
Answers routine and non-routine correspondence and assembles highly confidential and sensitive information.
Independently coordinates special events, public engagements, travel, and meeting arrangements for Administration staff, City Manager, and City Council.
Answer all incoming calls for the Clerk's Office, the Mayor/City Council, and City Manager; handles independently, unless direct involvement of higher level staff is required, to assist the public with such matters as complaints, requests and suggestions to be addressed to the City Manager or Mayor/City Council; assist with complex issues from City officials and general public exhibiting extraordinary professionalism, communication, and customer service techniques; greets citizens and others that come to City Hall and direct them to the appropriate department as needed.
Participates in the maintenance of all city records, files, and historical documents.
Other duties as assigned by the ASD.
Provides excellent customer service when working with citizens, elected officials, and/or associates.
Support the overall City organization by executing the directives as set forth by the immediate supervisor and elected officials.
Typical Qualifications

Knowledge, Skills and Abilities
Thorough knowledge of the organization and functions of municipal government. Thorough knowledge of Microsoft Office and the ability to master other software. Thorough knowledge of effective public event coordination and management skills. Comprehensive knowledge of standard office practices and procedures, strong attention to detail, and advanced organization skills. Considerable knowledge of the principles of grammar, spelling, and composition. General knowledge of standard and approved practices and procedures employed in processing, safekeeping, and utilization of official municipal records and documents. Ability to independently exercise judgment, solve complex problems, and exhibit strong analytical and critical thinking skills. Ability to take notes of the proceedings of official meetings and to prepare accurate minutes reflecting the actions taken. Ability to organize and maintain detailed files, for ease of other team member retrieval. Ability to communicate ideas exceptionally in both oral and written format and independently prepare professional written correspondence. Ability to handle confidential information in an appropriate manner. Ability to establish and maintain effective working relationships with associates, elected and appointed officials, and the general public.

Education and Experience
Associate's degree in business, public administration, office administration, or related field with considerable experience in skilled public administrative work; or equivalent combination of education and experience.

Physical Requirements
This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, speaking or hearing and using hands to finger, handle or feel and occasionally requires standing and repetitive motions; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic).

Special Requirements
Possession of or ability to obtain Notary Public license within six (6) months.
Valid NC driver's license.

Supplemental Information

The City of Laurinburg is dedicated to equality of opportunity. Accordingly, we consider applicants for all positions without regard to race, color, religion, creed, gender, national origin, age, disability, marital status, sexual orientation or any other legally protected status. We are subject to, and comply with, the Americans with Disabilities Act. We are an EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER.

Specific benefits will be discussed at time of employment offer if applicable.

Some of the offered benefits are:
- Health Insurance
- Dental Insurance
- Vision Insurance
- Short-term disability
- Retirement
- 401K
- Education Benefits
- Sick Time
- Vacation
- Holiday