Purpose & Job Related Requirements IN-HOUSE ONLY POSTING:
You must be a current ACCGov employee to be considered for this position.
REPORTS TO: Mayor
FLSA STATUS: Non-Exempt
CLASSIFICATION: Personnel System - Requires satisfactory completion of a six-month probationary period.
PAY GRADE: 117
SAFETY SENSITIVE: No
Purpose of Job
The purpose of this job is providing administrative and/or legal support to the Office of the Mayor.  Duties and responsibilities include providing information; assisting the public; issuing and maintaining control of inventory; researching and preparing project status reports; preparing spreadsheets and databases; reviewing, editing, composing, and typing documents; and performing additional tasks as assigned.
Job Related Requirements
WORK SCHEDULE: Monday - Friday 8:00am - 5:00 pm; occasional evenings.
May be required to work on religious holidays.
Regular and predictable attendance is required.
Must work cooperatively with others in a variety of work environments both inside and outside of an office.
When requirements include vehicle operation, responsible for the safety, readiness and operation of the vehicle and must abide by ACC's safe driving policy. Minimum Training & Experience Required to Perform Essential Job Functions Associate's degree in Secretarial Science or a related field with four years of progressively responsible administrative and/or executive level experience required; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
Must possess a valid driver's license.
Must possess or have the ability to acquire a Notary Public status.
Essential Duties, Responsibilities The following duties are normal for this job. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.
Prepares, edits, copies and/or types correspondence, memoranda, reports or other related materials; implements administrative procedures and practices; assists with other projects and events as necessary.
Receives, processes, forwards and/or replies to incoming/outgoing mail, telephone calls and correspondence.
Assists with the creation and maintenance of office files.
Maintains the calendars.
Prepares spreadsheets and databases, as required.
Researches and prepares project status reports, budget analyses, and information on policies and procedures for presentation to various staff members and elected officials.
Reviews, prioritizes, and schedules work requests, facility usage, appointments, events, meetings and conferences; maintains calendar of events; makes travel and accommodation arrangements if necessary; prepares and processes travel reimbursements and other related documents.
Performs personnel administration duties for the office which include maintaining employee personnel files, preparing payroll time sheets, completing personnel action forms and other personnel records, and performing other related duties.
Assists staff, governmental employees, elected officials and the general public by researching and providing information for various purposes and for inquiries into governmental or departmental activities, programs, functions, or events.
Assists with coordinating office communication by relaying messages to staff, disseminating information to staff, and scheduling meetings and appointments.
Prepares requests for payment, vendor master file forms, travel requests and reimbursements, fixed asset transactions, and purchase requisitions; monitors expenditures under the current departmental budget.
Reconciles PCard transactions.
Inventories, assesses need for and orders materials or equipment; coordinates, processes, reviews, submits and verifies bids, purchase orders, invoices and authorizations for payment.
Administers and maintains petty cash account.
When Assigned to the Mayor's Office
Prepares the operating budget for the Mayor; prepares and maintains an accurate record of and monitors department revenues, expenditures, billings, collections and deposits; and makes necessary line item transfers.
Collects, enters, maintains, revises and updates various information/certificates into various computers, recorders, and filing/catalog systems or libraries in an effective and efficient manner; ensures work and data are backed up.
May attend training sessions, conferences, and seminars to remain abreast of current local, state, and federal laws, policies and/or procedures related to the office.
Performs other duties as required.
Knowledge, Skills and Abilities
Knowledge of the principles, practices, and procedures of the Unified Government of Athens-Clarke County and the operations and functions of the Mayor's Office.
Knowledge of the terminology used within the office.
Knowledge of basic management principles and philosophies as necessary in the completion of daily responsibilities.
Knowledge of the development and administration of operations and staff plans and objectives for the expedience and effectiveness of the specific duties of the position.
Knowledge of all applicable local ordinances, the Official Code of Georgia Annotated, policies, standards, and regulations pertaining to the specific duties and responsibilities of the job.
Knowledge of legal documents; payroll and budgeting records; purchasing records; personnel records; computer manuals; County personnel, budgeting, and purchasing policies and procedures; and procedures and methods as required in the performance of duties.
Knowledge of and proficiency with computers, software programs, and office equipment.
Knowledge of resources for keeping informed of any changes in policy, methods, operations, budgetary and equipment needs, etc., as they pertain to office/departmental operations and activities.
Ability to deal effectively with organizational, management, human relations, and technical subjects.
Ability to compile, organize, research, prepare, and maintain an assortment of records, reports, and information in an effective manner and according to office and/or governmental regulations.
Ability to plan, organize, and/or prioritize daily assignments and work activities.
Ability to develop and administer policies, procedures, plans, and activities and to monitor performance of subordinates against measured, established goals.
Ability to assemble information and make written reports and documents in a concise, clear, and effective manner.
Ability to use independent judgment and discretion in managing subordinates including the handling of emergency situations, determining and deciding upon procedures to be implemented, setting priorities, maintaining standards, and resolving problems.
Ability to handle the required mathematical and statistical calculations.
Ability to read, understand, and interpret personnel and financial reports, regulations and related materials.
Supplemental Information (ADA) MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS
PHYSICAL REQUIREMENTS: Must be physically able to operate a variety of machinery and equipment including departmental copier, fax machine, computer, and other office related equipment. This position requires: walking, standing, bending, stooping, pushing, pulling, lifting, fingering, grasping, feeling, seeing, talking, hearing, and repetitive motions. Must be able to use body members to work, move, or carry objects or materials. Must be able to exert up to 10 pounds of force occasionally. Physical demand requirements are at levels of those for sedentary work.
DATA CONCEPTION: Requires the ability to compare and/or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.
INTERPERSONAL COMMUNICATION: Requires the ability to hear, speak and/or signal people to convey or exchange information. Includes giving and receiving assignments and/or directions to co-workers and from assigned supervisor(s).
LANGUAGE ABILITY: Requires the ability to read a variety of financial documents, tax maps, and certain departmental related manuals to include the employee policy manual, Code of Ordinances, FCC Rules and Regulations, instructions, and methods and procedures. Requires the ability to prepare various reports to include payroll time sheets, ordinance/franchise agreements, and documents and charts using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to represent the Unified Government before public officials, consultants, committees, and the general public with poise, voice control, and confidence.
INTELLIGENCE: Requires the ability to learn and understand complex principles and techniques; to acquire and be able to expound on knowledge of topics related to primary occupation; and to make independent judgments in the absence of management.
VERBAL APTITUDE: Requires the ability to record and deliver information, to explain procedures, and to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of administrative, technical, or professional languages and terminology.
NUMERICAL APTITUDE: Requires the ability to utilize mathematical formulas, to add and subtract totals, to multiply and divide, and to utilize and determine percentages.
FORM/SPATIAL APTITUDE: Requires the ability to inspect items for proper length, width, and shape, visually with office equipment.
MOTOR COORDINATION: Requires the ability to coordinate hands, fingers, and eyes accurately in using office equipment. Requires the ability to use the keyboard, lift, bend, push, and pull objects or materials using body parts as the position necessitates.
MANUAL DEXTERITY: Requires the ability to handle a variety of items. Must have the ability to use one hand for twisting or turning motion while the coordinating other hand with different activities. Must have minimal levels of eye/hand/foot coordination.
COLOR DISCRIMINATION: May require the ability to differentiate between colors and shades of color.
INTERPERSONAL TEMPERAMENT: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under moderate stress when confronted with an emergency.
PHYSICAL COMMUNICATION: Requires the ability to talk and/or hear: (Talking - expressing or exchanging ideas by means of spoken words). (Hearing - perceiving nature of sounds by ear).
ACCGov is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information. ACCGov is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation to participate in the job application or interview process, contact Leah Jagatic, HR Coordinator, Human Resources, 762-400-6370 or leah.jagatic@accgov.com .