Job Description

Posting number: 2603429

Department: Office of the Chief Operating Officer

Job classification: Executive Assistant

Posting type: Open & Promotional

Categories: Clerical & Data Entry, Customer Service, Office and Administrative Support

Summary

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Are you looking for a career with purpose? If so, the City of Savannah Office of the Chief Operating Officer of Management Services has the perfect opportunity for you as the next Executive Assistant. This position is responsible for providing administrative support to the Chief Operating Officer and assisting with special events, project planning and coordination.

We offer an excellent benefits package to include health, dental and vision, defined contribution plan (457b), life insurance, wellness programs, vacation, sick leave, 12 paid holidays, employee assistance program, tuition reimbursement and more!

Your future begins here...Click APPLY now to take the first steps towards your new career!

Examples of duties

• Answers telephones and greets visitors; reviews and responds to correspondence and inquiries; provides information, takes and relays messages, receives and responds to complaints and questions; refers issues to appropriate personnel.
• Maintains meeting calendar, schedules meetings, and confirms meeting attendees. Prepares meeting agendas and other materials; records minutes; maintains a tickler file for meetings.
• Receives, logs and distributes mail. Maintains office files and records log, tracks incoming and outgoing documents; ensures filed records can be retrieved as needed. Maintains reference copies of city and bureau policies; prepares documents for archiving as needed.
• Processes invoices; prepares payment vouchers, purchase orders and requisitions; tracks purchases to ensure delivery of goods and services and payment of vendors.
• Handles a variety of confidential matters and maintains a working knowledge of current City purchasing and personnel policies, advising staff of requirements and helping to ensure policies are followed.
• Orders office supplies and materials; maintains office copier, reception and other common areas and office equipment; maintains equipment inventory.
• Maintains timesheets; enters leave and other payroll data; reconciles records; coordinates travel; prepares travel requests and expense reports; maintains confidential personnel records; distributes pay information to employees.
• Takes dictation and/or records notes; transcribes notes and recordings into typed documents; prepares and type memoranda's, letters, correspondence, reports, and documents.
• Proofreads correspondence prepared by others.
• Creates newsletters, databases, spreadsheets, PowerPoint presentations, forms and reports. Makes copies and prepares documents for circulation and mailing.
• Assists with preparation of the annual budget, inputs budget information; tracks expenditures; enters budget adjustments; produces budget reports. Collects proposed budgets and related documents from departments for review.
• Submits and reviews requests for City Council agenda items, workshops and presentations.
• Assist with tracking inquiries, staff assignments and projects; prepares and maintains tickler system to ensure timely response and close out of items.
• Coordinate special projects and events; assists with roll-out of new programs and systems.
• Performs other related duties as assigned.

Qualifications

Requires a Bachelor's Degree in a business related field with four years of experience in office administration and/or office management or an equivalent combination of education and experience. A valid driver’s license is required.

Work Schedule: Monday - Friday

Work Location: 2 E. Bay Street Savannah, GA

Please Note: Applicants must submit a resume as part of the application process. Applications will not be accepted without an attached resume.

Additional Requirements:

Background investigation, including supervised drug screen, post offer/pre-employment medical screen; and verification of education, certifications, and licenses required prior to employment.

Supplemental information

Additional Information (Knowledge, Skills & Abilities):

• Knowledge of generally accepted accounting principles, modern office practices and procedures.
• Knowledge of special events, project planning and coordination.
• Knowledge of city policies and procedures.
• Skill in handling confidential matters
• Skill in the operation of computers and other modern office equipment.
• Skill in interpersonal relations and responding to the inquiries and needs of a broad customer base.
• Skill in oral and written communication.
• Skill in developing, managing and use of spreadsheets and databases.

Minimum Standards:

SUPERVISORY CONTROLS: The supervisor assigns work in terms of general instructions. The supervisor checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.

GUIDELINES: Guidelines include the employee manual, travel and training procedures, purchasing procedures, City protocols, policies and procedures, and supervisory instructions. These guidelines are generally clear and specific, but may require some interpretation in application.

COMPLEXITY: The work consists of related administrative duties, committee and project assignments. Frequent interruptions and interpretation and understanding of a wide range of policies and procedures contribute to the complexity of the position.

SCOPE AND EFFECT: The purpose of this position is to provide administrative support to the Chief Operating Officer. Successful performance results in the efficiency of office operations, responsive service delivery, and project and event outcomes.

PERSONAL CONTACTS: Contacts are typically with co-workers, department heads, other City employees, elected and appointed officials and their representatives, business leaders, vendors, non-profit organizations, and the general public.

PURPOSE OF CONTACTS: Contacts are typically to give or exchange information, provide services, and resolve problems.

PHYSICAL DEMANDS: The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, or stooping. The employee occasionally works out of the office, lifts light objects, and uses tools or equipment requiring a high degree of dexterity.

WORK ENVIRONMENT: The work is typically performed in an office.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY: None.