Overview
Office Administration Assistant Jobs in Raleigh, NC at JTI – Japan Tobacco International
JOB DESCRIPTION
Title: Administrative Assistant 1 (Part-Time) FLSA: Non-Exempt
Reports to: Fire Chief
Supervises: N/A
Summary
The purpose of this position is to provide administrative support to the Fire Department. Duties will include: management of office operations and administrative activities; assistance to citizens and the general public; support of departmental functions and staff; information dissemination and other duties as assigned.
Duties and Responsibilities
The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.
Performs a wide variety of administrative and office support duties; investigate and answers complaints and provide assistance in resolving operational and administrative problems; monitor calls received and route them to appropriate departments for action
Receive and screen visitors and telephone calls requiring the use of judgment and the interpretation of policies, rules, procedures and ordinances; serves as a Department resource on a variety of topics that involve general trouble-shooting and problem solving techniques
Maintains accurate and up-to-date files and records for assigned areas; develops and monitors various logs, accounts, and files for current and accurate information; develops, organizes, and maintains filing systems
Schedules appointments and maintains calendar of activities, meetings, and various events for assigned staff; coordinates activities with other City departments, the public and outside agencies; organizes meetings by notifying participants, making room arrangements, and preparing required informational materials; makes travel arrangements as necessary
Organizes and maintains specialized and custom forms, records, reports, files, databases, manuals and logs to support technical work processes in areas of assigned responsibility; designs, develops and maintains spreadsheets requiring data interpretation and manipulation; creates, maintains and updates file systems and indexes; researches and assembles information from a variety of sources for the completion of specialized forms and technical reports; develops and maintains applicable databases to support department functions; copies, compiles and distributes contracts, reports, documents and other materials
Types, formats, edits, revises, proofreads and prints reports, technical charts, tables and other specialized materials ranging from routine to complex; creates materials for public presentations; composes correspondence, reports and informational materials; proofreads documents for accuracy for compliance with policies and regulations
Purchases supplies and small equipment and tools; purchase uniforms for the department as needed; operates and performs routine preventive maintenance on all office machines; maintains office supplies and inventories. Processes mail including receiving, sorting, and distributing incoming and outgoing correspondence
Performs other similar duties as assigned
Job Requirements
The following specifications are intended to outline the minimum qualifications necessary for entry into the position and do not necessarily convey the qualifications of incumbents within the position.
Minimum Qualifications:
Any combination of education and experience sufficient to successfully perform the essential functions of the job qualifies.
High School Diploma or GED
Must possess and maintain a valid Georgia driver’s license with appropriate endorsement.
Three (3) years secretarial or administrative experience
Must pass pre-employment criminal background check and drug screen
Preferred Qualifications:
Associate’s degree in Office Administration or business related field and three (3) years secretarial or administrative experience
Five (5) years extensive office administration, practices, procedures and principles, sound business communication including experience supporting mid-level management
Minimum typing skill of 50 wpm
Knowledge of Microsoft Office applications, with advanced expertise in Word and Excel; proficiency with personal computers and handheld devices as well as mainframe systems
Knowledge of office procedures, methods, and equipment; must have thorough knowledge of proper phone etiquette, basic business letter writing; and administrative procedures affecting inventory, purchasing, accounting, and personnel/payroll transactions
Ability to exercise good judgment in maintaining information, records, and report; ability to read, understand and review documents for accuracy and relevant information
Must possess exceptional organizational skills with ability to prioritize and multi-task; ability to deal with all levels of personnel in a courteous and efficient manner and exercise discretion on confidential matters; establish and maintain effective working relationships with those contacted in the course of work
Working Conditions:
The work environment characteristics described here are representative of those an employee encounters while performing the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.
Employee must be committed to a high standard of safety and be willing and able to comply with all safety laws and all safety policies and rules and must be willing to report and/or act on safety violations and potential safety violations to appropriate supervisory or management personnel.
Incumbent is expected to meet attendance standards as determined by management. Employee must be available and willing to work on either a part-time or full-time basis according to the assigned schedule. Must be available and willing to work overtime (including daily, weekend and holidays) as determined by management as necessary to meet the business needs.
Physical Demands:
The employee will perform most duties in a typical office environment. The noise level in the office environment is usually quiet. The employee must occasionally lift and/or move up to 25 pounds. Job requires employee to perform duties at company site. Job requires approximately 5% travel.
Vision:
See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents and to operate equipment.
Hearing:
Hear in the normal audio range with or without correction.
The City of Sandy Springs is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
Title: Office Administration Assistant
Company: JTI – Japan Tobacco International
Location: Raleigh, NC
