Administrative Assistant - Marketing

Description

General Definition of Work

Performs difficult technical work assisting the department director and supervisors on day-to-day operations, and related work as apparent or assigned. Work is performed under the moderate supervision of the Marketing Director.

Qualification Requirements

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Examples of Duties

Essential Functions

• Performs basic accounting tasks and transactions and maintains basic account records which may include expenditures, collections or budget information.
• Prepares, researches, analyzes and organizes information to produce a variety of documents, reports, informational materials, statistics or other materials for the department.
• Creates, updates and maintains a variety of spreadsheets, databases and applications; prepares reports, tables and
• Evaluates, establishes and maintains complex files and filing systems pertaining to the area of responsibility.
• Identifies, responds to and resolves inquiries and issues utilizing knowledge of the department programs and
• Provides information and assistance to customers, clients or staff regarding department programs and/or requirements, operations, policies and procedures.
• Organizes and schedules meetings or events including meeting room reservations, ordering food and makes arrangements for audio/visual equipment or other set-up needs; assists speakers or presenters with preparation of materials, handouts and provides support at events.
• Troubleshoots basic problems and refers more complex questions or concerns to appropriate staff.
• Serves as the Marketing and Communications Human Resources and Payroll Liaison
• Manages the purchasing of office supplies and equipment using a department purchase card
• Assists at ribbon cuttings, ground breakings and other events
• Coordinates submission of Independent Contractor Agreements with department vendors.
• Proof-reads news releases, advertisements
• Processes invoices and purchase orders, including assigning to other departments those expenses that Marketing incurs on their behalf.

Typical Qualifications

Knowledge, Skills and Abilities

General knowledge of City policies and procedures; general knowledge of standard office practices principles, practices and techniques; general knowledge of department objectives and work programs; ability to make minor decisions using standardized practices; ability to conduct research and knowledge of statistical techniques; ability to write clearly, simply and effectively; general knowledge of modern office practices and procedures; ability to prepare and comprehend complex documents, correspondence, information and reports; ability to analyze and resolve problems; ability to analyze, research and interpret complex documents, information, policies and procedures; ability to follow and understand advanced oral and written instructions; ability to access and navigate the internet; thorough knowledge of Microsoft Office Suite and position related software; ability to organize and prioritize work; ability to work effectively individually and as a member of a team; ability to establish and maintain effective working relationships with supervisors, co-workers and the general public.

Education and Experience

Associate's degree with coursework in Public or Business Administration, or related field and moderate experience conducting research, working independently, or equivalent combination of education and experience.

Physical Requirements

This work requires the occasional exertion of up to 10 pounds of force; work regularly requires speaking or hearing and using hands to finger, handle or feel, frequently requires sitting and reaching with hands and arms and occasionally requires standing and walking; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels and to receive detailed information through oral communications and/or to make fine distinctions in sound; work requires preparing and analyzing written or computer data; work is generally in a moderately noisy location (e.g. business office, light traffic).

Supplemental Information

Special Requirements
Notary Public Preferred

EMPLOYEE BENEFITS

• 401a Contribution (employee match not required)
• Bus Pass Program
• Education Assistance
• Employee Assistance Program
• Employee Suggestion Program
• Family and Medical Leave
• Flexible Spending Accounts
• Group Health Insurance
• Group Dental Insurance
• Jury Duty Leave
• Life/Accidental Death Insurance
• Long-Term Care Insurance
• Military Leave
• Paid Holidays
• Promotion from Within
• Retirement/Pension Plan (State of NC)
• School Leave
• Shared Leave
• Short-Term Disability Insurance
• Sick Leave
• Training
• Vacation Leave
• Wellness Program