Administrative Assistant; Special Events

General Description

The purpose of this job within the organization is to perform a variety of responsible professional administrative work and special events support functions for the department director and staff. Public contact may be frequent and is an important part of the job.

The functions listed below are those that represent the majority of the time spent working in this job. Management may assign additional functions related to the type of work of the job, as necessary.

Provide skilled clerical and specialized administrative support for department director and staff. Drafts and/or type materials, memoranda, correspondence, reports, agreements, presentations, overheads, manuals, forms, and other documents. Assist in the preparation of event promotional materials.

Responsible for proofreading and checking typed and other materials for accuracy, completeness, and compliance with Town standards, policy, and procedures while also ensuring that materials, reports, and documents for signature are accurate and complete.

Perform program and event logistics. Assist in the set-up and close-down of all Town special events to include moving chairs, tables, and other light equipment. Provide customer support, to include providing specialized program information.

Maintain filing systems; schedule meetings and events; data entry and spreadsheet maintenance; process purchasing transactions. Collect fees, prepare receipts, complete routine deposit forms, and perform other related monetary functions.

Preparing presentations that may include maps, graphs, and charts; and ordering and maintaining supplies.

This position is expected to use all Microsoft Office Suite software in a highly efficient manner in order to schedule meetings and prepare correspondence and reports for the department director using Microsoft Office applications (Power point, Excel, Word).

Responds to routine and sensitive complaints and requests for information on the phone and in person or refers inquiries to departmental staff as appropriate; may interpret Town policies and procedures as appropriate.

Maintains inventory and orders necessary equipment, materials and supplies for the office.