Administrative Assistant

TARGET CLOSE DATE:

03/02/2026

PAY GRADE:

Grade 16

TYPE:

Full time

JOB SUMMARY:

The Merit System is currently accepting applications for Administrative Assistants responsible for a variety of non-routine clerical and support services requiring independent judgment and knowledge of department operations. Administrative Assistants provide more advanced clerical support to departments and perform a moderate level of financial duties compared to Administrative Clerks, such as processing accounts receivable and payable, and performing payroll duties. Employees require substantial knowledge regarding the use of computers to create and exchange correspondence, maintain databases, create graphs, and manage spreadsheets.

Incumbents in this position may lead or train employees as lead workers but do not supervise others.

COMPENSATION & BENEFITS:

Agencies provide competitive pay and comprehensive benefits packages to include medical and dental insurance, employer-sponsored retirement plan (pension), generous paid holidays, sick and vacation leave, and more.

Applications for this position will be considered for the following Merit System employing agencies. The pay range for this job varies depending upon the Merit System employing agency.

Bessemer $36,337 - $56,388

Birmingham $37,128 - $57,595

Center Point $35,048 - $54,350

EMA $41,828 - $64,896

Fairfield $33,654 - $52,208

Fultondale $38,667 - $59,966

Gardendale $43,326 - $67,225

Health Department $44,158 - $68,494

Homewood $42,889 - $66,518

Hueytown $38,209 - $59,259

Irondale $42,889 - $66,518

Jefferson County $41,246 - $63,980

Mountain Brook $46,571 - $72,259

Pleasant Grove $38,168 - $59,217

Vestavia Hills $43,139 - $66,934

MINIMUM QUALIFICATIONS:

The following are job-related qualifications that are required for employment consideration for this position:

Option A:

* Currently employed in one of the following classes:
Administrative Clerk, Medical Clerk, Court Clerk, Stores Clerk, Law Library Assistant, Legal Secretary, Medical Billing Clerk, or Auto Parts Clerk.

Option B:

* Experience providing customer service to internal and external customers including responding to inquiries, explaining policies and procedures, and resolving issues or complaints.

* Experience performing administrative functions including coordinating schedules, drafting correspondence, producing reports, and maintaining and updating files and records to support professional staff.

* Experience using computer software (e.g., Microsoft Word, excel, outlook, Google Docs) to develop and update written correspondence, reports, memos, and spreadsheets.

* This job is being posted as "open-promotional" as defined under Rule 9.6 of the Personnel Board Rules & Regulations. Candidates who are regular employees within a job class in option A will be certified as promotional candidates in accordance with this rule.

TYPICAL

JOB DUTIES:

* Provides service to internal and/or external customers.

* Performs various administrative activities by creating and updating files, maintaining documents, and tracking information using various forms and computer systems to maintain records and document organization/department activities.

* Communicates and collaborates with various parties and organizations (e.g., department heads, employees, citizens, board and council members, vendors, etc.) by responding to inquiries, tracking internal and external communications, and drafting correspondence to disseminate and receive information related to department/organization activity.

* Procures and/or manages inventory (i.e., supplies and equipment) to ensure the products and services are available to meet the operational needs of each department.

* Prepares and processes invoices by creating and sending billing statements and collecting payments to ensure customers' balances are paid for services rendered.

* Manages departmental accounts receivable and payable by monitoring expenditures and producing financial reports using financial software to ensure compliance with set financial guidelines and budgets.

* Directs the activities of payroll operations within the department by reviewing, processing, and maintaining payroll record and communicating information related to payroll processes and procedures to ensure that payroll is accurate and properly distributed.

* Acts as a lead worker of peer or support staff by assigning and reviewing work tasks, facilitating training, and providing feedback using policies, procedures, tools, and directives from management in order to ensure tasks are completed in accordance with established requirements.

* Prepares, monitors, and administers departmental or organizational budget by reviewing spending trends, expenditure reports, analyzing financial data, and ensuring expenditures are within annual budgetary limits.

* Manages various projects by establishing project plans, timelines and objectives, coordinating resources and stakeholders, communicating project activities, and overseeing project implementation using standard project…