GENERAL POSITION SUMMARY:
The Administrative Assistant provides administrative support to ensure the efficient operation of City offices. This position is responsible for records management, responding to public inquiries, maintaining accurate records, and performing a variety of clerical and office management duties.
ESSENTIAL JOB FUNCTIONS:
- Assist as the official custodian of all City documents, including ordinances, resolutions, contracts, proclamations, and other permanent or historical records.
- Assist in establishing and maintaining the City's records management and retention program; coordinate with all departments to ensure the proper handling, archiving, and destruction of records in accordance with state law and established policies.
- Respond to public inquiries by phone, email, and in person in a professional, courteous, and timely manner.
- Utilize software applications such as QuickBooks, Microsoft Office, Google Workspace, and other office management systems to perform data entry, recordkeeping, filing, and document management.
- Operate a multi-line telephone system while maintaining excellent customer service and phone etiquette.
- Assist with basic bookkeeping duties, including financial recordkeeping and data entry.
- Provide front desk customer service by assisting residents, visitors, and staff with administrative requests and directing inquiries appropriately.
- Perform general clerical duties, including filing, copying, scanning, organizing, and maintaining office records.
- Assist with scheduling meetings, maintaining calendars, and preparing correspondence, reports, and other administrative documents as needed.
- Perform other duties as assigned.
KNOWLEDGE, SKILLS AND ABILITIES:
- Knowledge of legal requirements and ethical standards related to public records, records retention, municipal government operations, and government transparency.
- Ability to exercise sound judgment, discretion, and professionalism when handling confidential or sensitive information.
- Strong verbal and written communication skills with the ability to interact effectively with elected officials, employees, legal counsel, vendors, and the public.
- Excellent organizational skills with strong attention to detail and the ability to manage multiple tasks in a fast-paced environment.
- Ability to establish and maintain effective working relationships with City staff, officials, and the public.
- Proficiency in Microsoft Office Suite, Google Workspace, QuickBooks, and other office management software.
- Experience operating multi-line telephone systems, office equipment, and calendar management tools.
- Strong customer service skills with the ability to resolve routine inquiries in a courteous and professional manner.
- Ability to maintain accurate records and perform clerical and administrative functions with a high degree of accuracy.
- Ability to work independently while contributing effectively as part of a team.
EDUCATION AND/OR EXPERIENCE REQUIRED:
- High school diploma or equivalent from an accredited institution recognized by the U.S. Department of Education.
- Equivalent combinations of education and relevant experience may be considered.
PREFERRED QUALIFICATIONS:
- Associate degree in Education, Environmental Science, Communications, Public Administration, or a related field preferred.
LICENSES, CERTIFICATIONS & OTHER REQUIREMENTS:
- Must possess a valid Mississippi Driver’s License and acceptable MVR.
WORKING ENVIRONMENT AND PHYSICAL DEMANDS:
The work is generally performed within an office environment. Requires the ability to sit, stand, walk, see, and effectively communicate with others for extended periods of time. Must be able to handle multiple tasks or projects simultaneously, work with numerous interruptions, and adjust to changing priorities. Must demonstrate good use of judgment and demonstrate the ability to properly deal with confidential matters. Must use good interpersonal skills.
