Administrative Assistant III

at  City of Goldsboro

KNOWLEDGE, SKILLS AND ABILITIES

• 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 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.

MINIMUM REQUIREMENTS:

• High school Diploma or equivalent;
• Five (5) 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.

PREFERRED QUALIFICATIONS

• Associate’s Degree in office administration or related field.
  The City of Goldsboro is an Equal Opportunity Employer!

THE FOLLOWING IS A SUMMARY OF THE CITY OF GOLDSBORO BENEFITS:

Vacation Leave: Employees earn vacation leave as follows:
Years of Service Days per Year
0 - 4 years 12
5 - 9 years 15
10 - 14 years 18
15 - 19 years 21
20 + years 23
A maximum of 30 vacation days may be carried over from one calendar year to the next. Any excess of 30 vacation days on December 31 of each year may be transferred to employees sick leave balance, provided that they have taken five (5) days of vacation in the calendar year.
Holidays: City paid holidays are New Year’s Day, Martin Luther King Jr.’s Birthday, Good Friday, Memorial Day, Independence Day, Labor Day, Veteran’s Day, Thanksgiving (2 days) and Christmas (3 days).
When a holiday falls on a Saturday, the previous Friday shall be observed. When a holiday falls on a Sunday, the following Monday shall be observed. In order to receive a paid holiday, an employee must be on paid status before and after the holiday.
Sick Leave: Sick leave is accrued at one day per month or 12 days per year.

GENERAL STATEMENT OF DUTIES/DISTINGUISHED FEATURES OF THE CLASS

Performs a variety of responsible administrative and program support duties requiring a comprehensive understanding of the department’s mission, rules, regulations, procedures and services. An employee in this class performs a variety of advanced journey level administrative and technical support duties. Work generally requires that the employee independently perform a variety of administrative duties that support the department or major operational unit of the City organization.

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, and 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 data bases to generate report information; maintains program files.
• 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 accuracy of timesheets and leave records 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.
• Performs other related duties as assigned.
• Prepares and transmits legal notices both to the local paper and to the properties affected, per NC General Statute regulations.
• Utilizes GIS software to look up properties, generate maps, generate queries, and generates adjacent property buffers.
• Oversees the maintenance of the City’s Unified Development Ordinance (UDO), which requires updating when amendments have been adopted.
• Receives application fees for Planning and Engineering Stormwater fees.
• Administers contracts; ensures work is completed according to contract standards; processes and prepares contractor payments; resolves discrepancies in billings and may assist with or develop contract bid specifications.
• Serves as Secretary to Planning Commission, Historic District Commission, Technical Coordinating Committee and Transportation Advisory Committee.
• Serves and assists with code enforcement services, regulations and procedures.
• Notifies owners of violations; prepares reports summarizing nuisance or housing conditions, noting defects and directions for necessary corrections.