145-13 Administrative Assistant

Job ID: 145-13

Category: Administrative • Status: Open • Salary: H-25 $15.20-$22.97

Kingsland is an Equal Opportunity Employer and Prohibits Discrimination and Harassment of Any Kind: Kingsland is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at The City of Kingsland are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. Kingsland will not tolerate discrimination or harassment based on any of these characteristics. Kingsland encourages applicants of all ages.

The Administrative Assistant provides administrative and clerical support to City Hall operations. The position assists with a variety of HR functions, general office administration, employee services, records, correspondence, scheduling, and customer service. This position assists with records management, correspondence, document preparation, form processing, scheduling, customer service, and coordination with City departments. The position requires accuracy, organization, professionalism, confidentiality, and the ability to manage multiple priorities while working with employees, City officials, applicants, vendors, and the public.

• Provide administrative and clerical support to Human Resources, City Hall, and other departments as needed.
• Assist with recruitment, applicant processing, interviews, new-hire onboarding, personnel forms, employee files, and required documentation.
• Assist with benefits, open enrollment, timekeeping, leave requests, training, certifications, and other HR functions.
• Maintain accurate, organized, and confidential personnel and City records.
• Prepare, proofread, process, scan, file, and distribute correspondence, reports, forms, spreadsheets, notices, and other documents.
• Answer phones, respond to emails, greet visitors, and direct employees, citizens, applicants, vendors, and City officials to the appropriate department.
• Schedule meetings, appointments, interviews, and other City activities and assist with meeting preparation.
• Assist with purchasing, invoices, requisitions, receipts, office supplies, and general administrative needs.
• Assist with City events, employee functions, special projects, and other departmental activities.
• Maintain electronic and hard copy filing systems and assist with records management.
• Operate standard office equipment and computer systems and maintain proficiency with applicable software.
• Maintain professionalism and confidentiality when handling sensitive employee and City information.
• Perform other related duties as assigned.

• High school diploma or GED required.
• Two years of administrative, clerical, Human Resources, municipal government, or related experience preferred.
• Knowledge of general office practices, records management, filing, and administrative procedures.
• Basic knowledge of Human Resources practices and terminology preferred.
• Proficiency with Microsoft Office, email, spreadsheets, databases, and other standard office software.
• Ability to maintain accurate records and handle confidential information.
• Ability to communicate effectively and professionally, both orally and in writing.
• Ability to organize and prioritize multiple assignments and meet deadlines.
• Ability to work independently and effectively with employees, department heads, City officials, vendors, and the public.
• Ability to follow written and verbal instructions and exercise sound judgment.
• Valid Georgia driver's license.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the following essential functions.

Work is performed in a fast paced office setting with frequent interruptions and with the need to deal with great diversity of people. Requires the occasional need to pick up or deliver items in the community and to other City departments. Ability to occasionally lift, carry, and put away parcels weighing up to 20 pounds. Performs routine duties with moderate supervision following established procedures and deadlines. Has defined latitude to make decisions in non routine situations requiring judgment. Responsibility for judgment, thoroughness, and competence is most important due to potential disruption of Department operations, monetary loss, or adverse public relations. Standard office equipment includes personal computer, multi line phone system, fax machine, copier, and dictation equipment.

The above job profile does not include all essential and nonessential duties of this job. All employees with disabilities are encouraged to contact the Personnel Department to review and discuss the essential and nonessential functions of the job. An employee with a disability can evaluate the job in greater detail to determine if she/he can safely perform the essential function of this job with or without reasonable accommodation.

Job profiles are not intended, nor should they be construed to be, an exhaustive list of all responsibilities, tasks, skills, efforts, working conditions, or similar behaviors, attributes or requirements associated with a job. A job profile is not a comprehensive job description. It is intended for the sole purpose of acquainting a person who is unfamiliar with such position with a brief overview of the position's general direction and scope. This position profile is confidential, is intended for internal use only and may not be copied or reproduced by anyone for any purpose without written permission from the Human Resources Director or the City Manager.