Administrative Assistant - Office City Manager

Description

An Opportunity You Don’t Want to Miss – if you like what you read.

The City of Pelham is looking for a new administrative team member. The Office of the City Manager is a collaborative, supportive, and high-performing team that values hard work, accountability, and results—while also believing work should be engaging and enjoyable. We are looking for a motivated, self-starting professional who enjoys problem-solving, takes initiative, and is excited about finding better, more efficient ways to support a fast‑paced municipal office with a customer-focused approach.

The Administrative Assistant provides comprehensive administrative and operational support to the Office of the City Manager and reports directly to the city manager. The role represents the Office at all times and serves as a key point of contact for the city council members, the public, city employees—particularly department heads—other governmental entities, the school district, and individuals or organizations conducting or seeking to conduct business with the City of Pelham.

This role provides minimal administrative support to members of the senior administrative team, including the Assistant City Manager and City Clerk, and responds to phone inquiries to the city’s administrative line. This is a 40‑hour per week, Monday thru Friday, position with minimal anticipated overtime.

• Performs various clerical office work such as calendar coordination and meeting scheduling, creates and maintains electronic filing systems, utilizes the city’s 311 system, phone, and email to communicate with the public and other groups.
• Assists the City Manager with daily office operations and brings ideas for improvement and implementation.
• Enters requisitions and purchase orders into the city’s ERP system and assists with the preparation of the annual budget.
• Registers for conferences and schedules travel for the city manager, assistant manager, and city council members.
• Monitors office supplies and equipment and places replenishing orders.
• Demonstrates pride in the physical environment and makes the city manager aware of maintenance needs.
• Reports office progress to the City Manager and works to improve office operations and procedures.
• Documents operational tasks, policies and organizes documents for monthly reporting for the city manager.
• Responds to citizens and others concerning policies, procedures, information, and guidelines with regard to department operations; receives complaints from the public, triages, and assigns follow-up to the appropriate department manager as needed.
• Tracks department projects and maintains calendar of important dates.
• Receives and codes department invoices for approval by the City Manager.
• Establishes and maintains effective work relationships with others.

• Problem Solving – identifies and resolves problems in a timely manner.
• Customer Service – manages difficult or emotional customer situations; responds promptly to customer needs.
• Team Work – exhibits objectivity and openness to others' views; contributes to building a positive team spirit.
• Leadership – inspires respect and trust.
• Ethics – works with integrity and ethically; upholds organizational values.
• Organizational Support – follows policies and procedures.
• Dependability – takes responsibility for own actions.
• Professionalism – treats others with respect and consideration regardless of their status or position.
• Quality – looks for ways to improve and promote quality.

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 accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Associate degree and three years’ related experience and/or training; or equivalent combination of education and experience.
• Candidate must provide a cover letter for consideration of the position – required.
• Candidate must provide a professional recommendation for the…