Administrative Assistant

Administrative Assistant at City of Atlanta

Demonstrates proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), maintains electronic records systems, and applies advanced computer and organizational skills to streamline workflows. Possesses strong interpersonal and communication skills, supporting professional interactions with internal staff, external partners, and the public. Assists with planning and coordination of office functions, outreach events, and meeting logistics.

Provides varied administrative and clerical services to The Mayor’s Office of Contract Compliance. Prepares, reviews, distributes, and or files routine correspondence, memoranda, letters, and reports; attends staff and other meetings and takes notes or minutes. Plans and/or coordinates meetings within the department or across departments. Assists with coordinating outreach events. Carries out special projects of an administrative or office operations nature. Answers calls and responds to general phone, email, or written inquiries. Greets and assists visitors visiting the office suite. Relays messages; receives, processes, and distributes mail. Maintains department records and files.

Responsibilities

Essential Duties & Responsibilities

These are typical responsibilities for this position and should not be construed as exclusive or all-inclusive. May perform other duties as assigned.

• Coordinates calendar on behalf of OCC staff, including planning/scheduling appointments, meetings, and interviews; updates regularly; contacts parties involved, as appropriate.
• Handles incoming inquiries and requests; answers the telephone; routes and returns telephone calls.
• Composes and sends routine correspondence, applications, forms, and reports.
• Examine reports, other draft material, purchase orders, vouchers, and permit applications for errors; correct errors before producing the final copy.
• Identifies equipment or office material deficiencies; sends requests for repair, maintenance, or replacement of equipment; submits requests for new supplies.
• Composes and prepares routine correspondence, letters, memoranda, applications, reports, and other documents.
• Collects, binds, and stores computer-generated reports.
• Transcribes notes from meetings into the prescribed format.
• Prepare budget documents as directed, support budget preparation.
• Completes requisitions for purchases and submits for appropriate approval.
• Answers and routes phone calls; responds to email and written inquiries.
• Assists with event coordination, outreach logistics, and visitor support.
• Uses Microsoft Office Suite to create spreadsheets, reports, and presentations.
• Maintains organized filing systems—both electronic and paper-based.

Supervision Received

Works under very general supervision of the Business Manager. May work independently or with other workers responsible for completing assigned tasks.

Decision Making

Uses independent judgment in routine and non-routine situations. Coordinates calendar events and purchases materials and supplies for the office.

Qualifications

Minimum Qualifications – Education and Experience

A high school diploma or GED and 1-3 years of progressively responsible secretarial, clerical, or general administrative experience are required. Exhibits basic proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, and Teams) and demonstrates sound computer literacy.

Preferred Education & Experience

Experience should include strong proficiency in Microsoft Office Suite, advanced computer literacy, and effective interpersonal communication. Demonstrated ability in records management, event coordination, and planning support is highly desirable. An associate degree in secretarial science, business/public administration, or a related field and 3-5 years of secretarial, clerical, or general administrative and supervisory experience are preferred.

Licensures And Certifications

None Required.

Essential Capabilities and Work Environment

Physical, lifting, and sensory capabilities are required to perform the job successfully. Must be able to spend long hours at a computer and in an office setting.

Key skills/competency

• Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams)
• Electronic Records Management
• Calendar Coordination
• Event Planning & Logistics
• Interpersonal Communication
• Clerical Support
• Budget Document Preparation
• Problem Solving
• Organizational Skills
• Customer Service