Administrative Assistant - Capital Projects

  • City of Asheville
  • Asheville, NC, USA
  • Dec 06, 2018

Job Description

Summary About Us
The City of Asheville is dedicated to providing quality service for the residents and visitors of our beautiful city, nestled in the Blue Ridge Mountains of western North Carolina. Asheville, NC is a thriving mountain city that has a culture enriched in diversity.
The City of Asheville values and respects a diverse community, workforce and ideas, and is committed to promoting an equitable, fair, and just employment environment. Our organization seeks to create and provide access and opportunities to employees, residents and visitors to fulfill their potential through inclusive engagement practices.  All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, gender identity, sexual orientation, age, disability, genetic information or veteran status.

About Our Opportunity
We are currently hiring a full-time, non-exempt Administrative Assistant to join the Capital Projects Department. The purpose of this position is to provide a variety of complex secretarial-administrative and/or technical program assistance work to support departmental programs and activities. The ideal candidate will have experience working in an Administrative Assistant/Office Support capacity and possess excellent customer service, be detail-oriented, enjoys taking initiative and works well on a team. 

Work Schedule: Monday - Friday, 8:30 AM - 5:00 PM
Essential Duties & Responsibilities Essential Duties and Responsibilities:
  • Performs a variety of tasks to assist management and supervisory personnel in day-to-day administrative functions of the department; administers assigned special, recurring or regular projects; completes reports as needed.
  • Utilizes computerized data entry equipment and various word processing, spreadsheet, file maintenance, and/or database programs to enter, store and/or retrieve information as requested or otherwise necessary; summarizes information for standard reports, selecting data from varied sources.
  • Composes, edits or coordinates the preparation of reports, speeches or other printed materials.
  • Screens and routes materials according to content of communications.
  • Establishes and/or revises work procedures and methods and trains employees.
  • Answers questions from employees or the public concerning policies, procedures or deadlines. Explains the use of records or information.
  • Supervises the work of clerical employees and/or volunteers, ensuring adherence to established policies, procedures and standards.
  • Files and retrieves materials based on full knowledge of organization and activities.
  • Assists in the development of departmental or program budgets, gathers pertinent data, analyzes requests and processes technical information.
  • Makes appointments: arranges travel schedules and reservations: and, prepares travel vouchers and expense reports for department heads and/or division personnel.
  • Coordinates and administers special employee programs and events.
  • Performs necessary research and/or administrative work and compiles data for special projects or reports, as assigned. Ensures completion by specified deadlines and in accordance with established deadlines, goals and objectives.
Supplemental Functions:
  • Performs other similar duties as required.

Education & Experience Required Education and Experience:
  • Associate's degree in Business Administration or a related field and at least one (1) to three (3) years of experience of directly related experience.

Knowledge, Skills, Abilities and Working Conditions Knowledge:
  • Advanced knowledge of procedures and practices to analyze and resolve unusual or difficult problems.
Skills and Abilities:
  • Ability to read and understand basic workplace data, such as simple forms, tables, graphs, schedules, etc.
  • Ability to conduct research of existing, internal policies and procedures
  • Ability to compile data into a formal report or recommendation shared with others and often verbally presented.
  • Ability to think creatively in all areas for the purpose of increasing efficiency and effectiveness.
  • Ability to communicate effectively in spoken and written form.
  • Ability to research program documents and narrative materials, and develop reports from information gathered.
  • Ability to analyze situations to pinpoint problems and assist with solving problems or identifying sources of obstacles.
  • Ability to develop and maintain effective working relationships as required by work assignments.
  • Ability to work independently with limited supervision.
  • Ability to analyze and interpret policy and procedural guidelines and to apply this understanding to tasks.