Administrative Assistant | Front Desk

JOB SUMMARY

Under general direction, the Administrative Assistant provides administrative and operational support to the Expect Excellence programs and department operations. The employee coordinates daily administrative functions, assists with program and special event operations, and supports facility management. Responsibilities include front office administration, communication with parents, students, staff, and the general public, recordkeeping, transactions, and general departmental support to ensure efficient and professional operations.

ESSENTIAL

FUNCTIONS / DUTIES AND RESPONSIBILITIES

Performs daily administrative and operational support for programs and facilities.

Greets and communicates professionally with program participants, parents, citizens, and facility guests.

Provides administrative support to facility and departmental program managers.

Answers telephone calls and responds to walk-up inquiries while maintaining databases and following daily protocols.

Maintains inventories of equipment, materials, and office supplies.

Assists with coordination of year-round Expect Excellence programs, including onboarding support and administrative tasks as assigned by department directors.

Processes transactions, records, and related documentation accurately and timely.

Assists with scheduling, correspondence, and preparation of reports and forms.

KNOWLEDGE, SKILLS, AND ABILITIES

Ability to read and understand laws, regulations, and policies related to departmental and facility operations.

Ability to establish and maintain effective working relationships with supervisors, coworkers, and the general public.

Strong verbal communication skills to interact effectively with staff, program participants, parents, and guests.

Basic math skills to maintain financial, attendance, and activity records.

Computer skills to manage databases, records, and electronic correspondence.

Writing skills to clearly and accurately complete forms, reports, and communications.

Knowledge of city and departmental policies, rules, and procedures.

Ability to exercise sound judgment and make decisions in accordance with established policies and procedures.

All positions at the City of Orange Beach have the job responsibilities below:

Handles sensitive information in a confidential manner.

Maintains a highly professional attitude and demeanor at all times.

Provides responsible, appropriate, and satisfactory leadership within the City.

Communicates positively and professionally in all aspects of the position.

Attends all departments meetings, City meetings, and professional development activities.

Becomes thoroughly familiar with all pertinent state and national policies and comply with said policies.

Complies with City wide and departmental policies, as well as state and federal laws.

Ensures the positive promotion of the City.

Is prompt and punctual in reporting for work, meetings, etc.

Performs other duties as assigned.

QUALIFICATIONS

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, skill, and/or ability required. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. An equivalent combination of education and experience sufficient to successfully perform the essential functions, duties and responsibilities of the job may be considered.

REQUIRED

QUALIFICATIONS

Possess or have the ability to obtain a valid driver’s license.

Willing and able to work a schedule that may include non-standard hours such as nights, weekends, and holidays as required.

Certification in American Red Cross First Aid/CPR, or willingness to obtain certification.

PREFERRED QUALIFICATIONS

Prefer a minimum of three (3) years of experience in customer service and an administrative or office-support role.

PHYSICAL DEMANDS AND WORKING CONDITIONS

The physical and mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

The work requires frequent physical activity, including standing, walking, bending, crouching, stooping, stretching, reaching, and occasional lifting of moderately heavy items. The work environment involves moderate risks or discomforts requiring standard safety precautions. The employee may work indoors and outdoors and may be exposed to extreme weather conditions during special events or facility operations.

#J-18808-Ljbffr