Job Description

General Statement of Duties/Distinguished Features of the Class

Hiring range is negotiable between $45,466 and $58,651 depending on a candidate\'s qualifications and experience

Performs a wide variety of advanced and difficult administrative, technical and program support duties, requiring multiple skill sets and a comprehensive understanding of the department\'s mission, rules, regulations, procedures and services. Work generally requires the employee to independently perform a variety of administrative duties in direct support of the Public Works Department. Work can be technical in nature, requiring advanced or specialized training and considerable program experience to function effectively. Employee plans and carries out successive steps to fulfill job duties and responsibilities, and handles problems and deviations in the work assignment in accordance with instructions, policies, previous training or accepted practices in the job. Administrative duties are considered advanced and require tact and discretion in handling sensitive or confidential matters. Work generally requires that the employee independently perform a variety of administrative duties that support the Public Works Department. The Executive Assistant is the lead administrative support position in a department. Work is evaluated through observation, conferences, and the quality and effectiveness of work completed.

Essential Duties and Tasks

• Provides customer service requiring considerable knowledge of the department\'s services, regulations and procedures; answers a variety of questions from other employees, public officials, and the general public; secures information via telephone or personal contact; selects appropriate materials to answer questions; explains rationale of answer and often handles the inquiries independently; takes and handles routine complaints or concerns, refers complex issues to others to resolve.
• Interprets complex rules, regulations, and information on the program and organization\'s operating standards; explains legal aspects of the office functions and its impact on citizens and the community.
• Collects and reviews data; may conduct research; compiles records and reports; creates tables, spreadsheets or databases to generate report information; maintains program files.
• Utilizes computers, related software programs and supporting word processing, spreadsheet and database applications to perform daily operations, including Microsoft Office, Banner, Laserfiche, Pontem, Wide Area Workflow, NeoGov and Cityworks.
• Performs accounting and budget monitoring functions for the department including monthly reports and reconciliations; purchases operating supplies and materials; coordinates and prepares vendor checks; compiles information for the department budget and assists with developing a draft budget for the department head\'s review; may provide recommendations on equipment and technology upgrades; may collect fees and provide receipts.
• Processes payroll for the department; verifies timesheets and leave records are accurate and maintains the department\'s personnel records and files; prepares and/or types confidential personnel reports, evaluations and disciplinary actions.
• Typically serves as secretary to one or more boards by developing agenda, preparing agenda items, making meeting arrangements and taking and transcribing minutes.
• Handles one or more specific program functions that are technical in nature and which require a specialized knowledge or skill.
• Prepares a variety of scheduled and special reports for senior management and various government agencies.
• Drafts and composes correspondence and technical reports; reviews and verifies records and reports for correct information; identifies potential inconsistencies and resolves discrepancies.
• Provides leadership to other office staff; coordinates work assignments, trains new support personnel and may supervise.
• Handles confidential or sensitive technical information in an appropriate manner.
• Substitutes for other departmental staff whose duties require different skill sets than those normally performed.
• Compiles and prepares procurement card reports bi-weekly and keys all reports throughout the year.
• Performs other related duties as assigned.

Knowledge, Skills and Abilities

• Knowledge of the department\'s mission, functions, regulations and practices.
• Knowledge of modern office procedures and related office information technology equipment, software, and peripherals.
• Knowledge of City ordinances, procedures and practices related to area of assignment and of the organization\'s administrative, personnel and purchasing procedures.
• Skill in the use of information technology equipment and associated software products such as word processing, spreadsheets and data bases used in area of work assignment including the development of forms, form letters, tables, spreadsheets, data bases, etc. to compile records and generate reports.
• Skill in communicating effectively and in conducting the department\'s business in person and by telephone.
• Ability to work independently on responsible administrative support tasks, some of which may be confidential or sensitive; ability to independently prepare meeting agendas and confidential correspondence.
• Ability to gather and give comprehensive information and instructions, based on program knowledge and independent research.
• Ability to communicate a technical knowledge of program operations and organizational programs.
• Ability to use judgment and initiative to set work priorities, organize tasks and accomplish assigned responsibilities.
• Ability to be tactful and courteous while being persuasive and confident on City business.
• Ability to compile information based on general instructions.
• Ability to establish and maintain effective working relationships with supervisors, other employees, and the general public.
• Ability to plan, organize, monitor, evaluate, and supervise the work of others.

Physical Requirements/Special Requirements

PHYSICAL DEMANDS:
The work is light work which requires exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force to lift, carry, push, pull or otherwise move objects. The following additional physical abilities are also required: balancing, climbing, grasping, hearing, kneeling, manual dexterity, mental acuity, reaching, repetitive motion, speaking, standing, stooping, talking, visual acuity and walking.

WORK ENVIRONMENT:
The work is generally performed in an office environment and involves everyday risks or discomforts which require normal safety precautions typical of such places as offices, meeting and training rooms, libraries, residences or commercial vehicles. Use of safe work practices with office equipment, avoidance of trips and falls, observance of fire regulations and traffic signals are minimally required.

MINIMUM REQUIREMENTS:

• High school diploma or equivalent;
• Seven (7) years of administrative support experience;
• Or an equivalent combination of education and/or experience.

SPECIAL REQUIREMENTS:

• Possession of a valid North Carolina Driver\'s License.
• Must have the ability to obtain any other certifications and/or licenses required for assigned position.

The City of Goldsboro is an Equal Opportunity Employer!

Government Jobs