Overview
Office Administrative Assistant Jobs in Raleigh, NC at Pye-Barker Fire & Safety, LLC
Description
The City of Grand Forks is seeking a highly organized, detail-oriented, and experienced Administrative Specialist, Senior to support our Engineering Department. In this key role, you will provide advanced administrative and project support to engineering managers and professional staff working on infrastructure, public works, and capital improvement projects. This is an excellent opportunity for someone with strong administrative expertise who thrives in a fast-paced, public service-oriented environment.
Why Join Us?
At the City of Grand Forks, we are committed to building a well-planned, innovative, and resilient community. As a member of the Engineering Department, you’ll help advance vital public infrastructure projects that improve the lives of residents and support our growing city. We offer competitive salaries, generous benefits, and opportunities for career growth in public service.
Job Description
To perform a wide variety of responsible and complex administrative, secretarial and clerical duties in support of a Department Head requiring understanding of complex policies, processes or technical systems; answers calls and prepares work orders as necessary to ensure the needs of citizens are met, assists other public works staff with miscellaneous office related tasks; assists public works employee’s as needed; operates with a high degree of independence; performs budget/accounting responsibility, performs complex timekeeping and payroll processing.
Examples of Duties
Essential Functions:
1. Perform a wide variety of responsible and complex administrative, secretarial and clerical duties in support of a Department Head requiring understanding of complex policies, processes or technical systems; answers calls and prepares work orders as necessary to ensure the needs of citizens are met, assists other public works staff with miscellaneous office related tasks; assists public works employee’s as needed; operates with a high degree of independence; performs budget/accounting responsibility.
2. Provide support in the administration of the department budget and accounting; monitors expenditures, including budget transfers and amendments, reviewing and processing purchase requisitions and purchase orders; recommend modifications or adjustments, as appropriate. Perform accounts receivable and accounts payable functions and prepares and verifies and makes deposits.
3. Performs complex timekeeping and payroll processing functions. Receives and maintains timecards and other personnel information; prepares and enter employee hours for payroll; verify accuracy of edit lists and reviews information for accuracy and completeness; maintains high level of confidentiality.
4. Assist in a variety of department operations; Prepares statistical records and reports on activities and operations.
5. Maintain department filing systems and records; develop and implement filing systems; modify systems, as appropriate. Screen office and telephone callers; provide office clerical assistance; providing significant information; respond to and resolve complaints and requests for information on regulations, procedures, systems and precedents relating to assigned responsibilities.
6. Attends a variety of meetings; prepare and compile agenda packets; take and prepare minutes, coordinate meeting and disseminate information; Provide clerical support services for Department Head.
7. Monitor workload, work activities, priorities and deadlines. Receive, screen, sort and distribute mail; prepare outgoing mail and special packages; perform a variety of record keeping and retention duties.
8. Oversee, assign, coordinate and review the work of assigned clerical staff; direct workflow; ensure compliance with departmental guidelines, policies and procedures.
When assigned to the Police Department:
1. Must be able to provide credible testimony in a court of law.
Marginal Functions:
1. Operate a variety of office equipment including copiers, facsimile machine and computer; input and retrieve data and text; organize and maintain disk storage and filing; Order and maintain inventory of office supplies; maintaining income debts and credits.
2. Perform related duties and responsibilities as required
Typical Qualifications
Knowledge: Business letter writing and basic report preparation techniques; Modern office procedures, methods and computer equipment; Organization, procedures and operating details of assigned department or division; Principles and procedures of record keeping; Advanced accounting methods and techniques; Grant writing and reporting methods and techniques; Methods and techniques of minute taking and preparation; Principles and procedures of financial record keeping and reporting; Methods and techniques of data entry; Principles of supervision, training and performance evaluation; English usage, spelling, grammar and punctuation.
Skills: Communicate clearly and concisely, both orally and in writing; Establish and maintain effective working relationships with those contacted in the course of work; Maintain effective audio/visual discrimination and perception to the degree necessary for the successful performance of assigned duties; Maintain mental capacity, which allows for effective interaction and communication with others; Maintain physical condition appropriate to the performance of assigned duties and responsibilities.
Abilities: Perform difficult administrative support services; Interpret, explain and enforce department, division or City policies and procedures; Perform responsible and difficult secretarial work involving the use of independent judgment and personal initiative; Understand the organization and operation of the City and County and of outside agencies as necessary to assume assigned responsibilities; Independently prepare correspondence and memoranda; Perform routine and complex mathematical calculations; Meet schedules and time lines; Plan, organize and schedule office support priorities and functions; Take and transcribe dictation, if required by assigned position, at a speed necessary for successful job performance; Respond to requests and inquiries from the general public and employees; Type at a speed necessary for successful job performance; Work independently in the absence of supervision; Prepare and maintain confidential records and reports; Operate and use modern office equipment including a computer; Plan, organize and schedule office support priorities and functions.
Supplemental Information
Experience: Four years of increasingly responsible secretarial experience.
Education or Training: Equivalent to an Associates degree in office administration or a related field.
License or Certificate: Possession of, or ability to obtain, an appropriate, valid driver’s license
Show more
Title: Office Administrative Assistant
Company: Pye-Barker Fire & Safety, LLC
Location: Raleigh, NC
