Facilities Administrative Assistant chez Town of Wake Forest, NC
Town of Wake Forest, NC · Wake Forest, États-Unis d'Amérique · Onsite
- Professional
- Bureau à Wake Forest
About the Department
Distinguishing Features of the Class
The Administrative Assistant is a single advanced-level administrative classification. It is distinguished from other administrative support job classes by the significant emphasis on paraprofessional administrative duties, performing a wide variety of complex, diverse, and confidential support. Job duties are broader in scope and complexity based on departmental assignments. This class is distinguished from the Executive Assistant by the latter’s greater independence and responsibility for initiating professional-level assignments and carrying out executive support of a sensitive nature. An employee in this role typically serves as the front-line point of contact for the department, maintaining continuous contact with the public through direct contact, telephone, and email. This role requires patience, tact, and knowledge of general administrative operations and processes required of the administrative classification. This role will require a variety of administrative and office support duties, such as addressing invoices, preparing correspondence, forms, and other documents, and maintaining and filing records and files. Work may often require a high degree of independence, decision-making, and sound judgment in performing tasks. Work is performed under the general supervision of the assigned Department Director.
Employee Values: Employees of the Town of Wake Forest are expected to uphold and exhibit the Town’s shared employee values of caring, commitment, character, and collaboration.
Position Duties
General Duties and Responsibilities
Essential Duties and Tasks across all agencies
- Provides staff support to an assigned Department by assisting with administrative support related to advanced, complex, or sensitive natured materials including but not limited to:
- Maintaining calendars; coordinating, arranging, and confirming meetings; arranging for meeting setup; attending meetings; taking notes; transcribing minutes and summaries.
- Receives visitors and incoming calls; provides information and addresses inquiries that may require sensitivity and the use of sound, independent judgment.
- Conduct research and respond to requests for information from officials, customers, and the public; may refer requests to appropriate staff as necessary.
- Review, proofread, and edit departmental agendas and maintain files.
- Schedule and coordinate special meetings, seminars, conferences, and training sessions.
- Maintain department and agency contacts to include departmental mailing lists.
- May act as the Director and the public or other employees’ liaison.
- Establish, analyze, revise, and recommend administrative and office practices, procedures, systems, and workflow processes. Monitor activities to ensure conformance with adopted department/division work plans; analyze existing methodology; recommend improvements to practices and procedures and coordinate department/division functions; develop and assist in developing department/division operating procedures.
- Assist with monitoring vendor contract performance with assigned department/division to ensure compliance.
- Interprets policies and regulations for the public and department personnel; resolves inquiries that may arise and respond to citizen inquiries – coordinating resolutions.
- Assist in creating a positive and supportive work environment; assist with enforcing safe workspaces; establish a culture of teamwork and communication; a workplace that promotes organizational values and actively promotes an environment respectful of living and working in a diverse society.
- Compiles and analyzes data and prepares regular and special reports for departmental/division management, including database management.
- Prepare agendas for meetings, functions, and conferences.
- Compose correspondence with a high degree of initiative and judgment when communicating with the public, contractors, public agencies, community partners, and other employees.
- May perform additional duties within the scope of this classification.
- Responsible for preparing/posting content and managing/coordinating Renaissance Centre and WFPD social media, including Facebook, Twitter, and Instagram.
- Translate Town forms and printed materials from English to Spanish.
- Manage the Town’s use of PhotoShelter, including organizing and tagging photos.
- Upload information about Town events to external websites and calendars (Our State, WRAL, etc.).
- Maintain the Town calendar on the Town website.
- Create and maintain an event list for Board of Commissioners meetings.
- Assist with gathering event information for a printed wall calendar.
- Take photos at various Town events and programs, including PRCR summer camps.
- Respond to requests for photos.
- Ensure communications and related materials are provided throughout Town Hall, including the lobby.
- Assist with event setup.
- Other duties as assigned.
If Assigned to the Fire Department:
- Track attendance logistics of staff, including vacation schedules and staff-wide meetings.
- May take meeting notes and provide the transcription as required.
- Assist the Chief in reviewing policies and procedures, recommending improvements, and drafting proposals.
- Maintain and update personnel files to include filing and scanning.
- May assist with travel arrangements within the Department.
If Assigned to Organizational Performance:
- Oversees the guest services volunteer program, including recruitment and selection, onboarding, and scheduling.
- Provide assistance with special events.
If Assigned to Parks, Recreation & Cultural Resources:
- Assist with all aspects of the program registration process, including rentals, payments, and records administration.
- Assist with the accreditation process.
- Maintain historical files through the archiving process.
- Assist with specialized research and analysis.
If Assigned to the Planning Department:
- Assist with managing website content for the planning department.
- Process legal notices and newsletters.
If Assigned to Public Facilities:
- Maintain key and badge cabinet and issue temporary keys and badges.
If Assigned to Public Safety:
- Assist with calendar administration for the Chief of Police.
- Maintain Public Safety employees’ composite binders.
- May assist with travel arrangements within the Department.
- Maintain mutual aid agreements.
If Assigned to Public Safety – Investigations:
- Handle monthly NCIC validations.
- Assist with special projects, including the design of brochures and special materials.
- Update the Public Safety website.
- Assist with maintaining criminal reports.
- May assist with customer service directly related to the victim’s information validation and support.
If Assigned to Public Works:
- Serve as Assistant Administrator for the Wake Forest Cemetery, including sales and file management.
- Assist with cemetery inventory administration, including marking grave plots for headstones.
- Manage public works wireless phone accounts for mobile lines.
If Assigned to Wake Forest Power:
- Maintain and update mapping of the Town’s electrical lines for NC811
- Manage Wake Forest Power wireless account for mobile phones.
- Monitor the Outage Management System/Command Center and emergency phone lines for outages – reporting to staff for repairs, if necessary.
Minimum Qualifications
Recruitment and Selection Guidelines
Knowledge, Skills, and Abilities
- Principles and practices of administrative support, including methods and techniques used in financial administration, personnel administration, purchasing, project management, and contracting.
- Procedures and techniques associated with basic accounting and the ability to implement and maintain standard filing and accounting systems.
- Organization and operation of local government as necessary to assume assigned responsibilities.
- Standard office equipment, including computer systems and software programs.
- Public relations techniques and concepts.
- Principles and practices of sound business communication and ability to communicate effectively in writing and orally.
- Perform math and statistical calculations and data collection.
- Organize and maintain office/administrative systems and procedures.
- Understand, interpret, and apply agency policies and procedures.
- Define administrative issues and recommend and implement solutions.
- Prepare and present clear and concise reports.
- Establish and maintain effective working relationships with Town employees and officials, contracted service providers, other governmental agencies, citizen groups, and the public.
- Follow complex oral and written instructions.
- Manage multiple and rapidly changing priorities.
- Organize, research, implement, and maintain complex and confidential office files.
- Use resourcefulness and tact in explaining difficult procedures and regulations to the general public and other employees.
- Work independently and prioritize time and work assignments effectively.
- Prepare clear, accurate, and logical written reports.
- Implement and maintain standard filing systems.
- Communicate effectively both orally and in writing.
- Establish and maintain cooperative working relationships with individuals and groups from diverse backgrounds and represent members of the public, coworkers, and/or vendors.
Desirable Education and Experience
Any combination of education and experience equivalent to graduation from high school with considerable secretarial and/or administrative assistant experience in a local government setting or similar discipline. Five (5) or more years of progressively responsible administrative experience related to office management or a major administrative function for a department or division. Possession of an associate degree or Professional Certification in business administration, public administration, or related field may substitute for two (2) years of required work experience.
Special Requirement
North Carolina Driver’s License and an acceptable driving record.
NC Notary or obtained within six months of hire date.
Other Qualifications
Physical Requirements
- Must be able to physically perform the basic life operational support functions of reaching, walking, fingering, talking, hearing, and repetitive motions.
- Must be able to perform sedentary work exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects.
- Must possess the visual acuity to compile and compute data and statistics, perform accounting tasks, operate a computer terminal, proofread materials, and do extensive reading; may be required to perform transcription tasks.
