Administrative Assistant III

Department: Police

FLSA Status: Non-Exempt

Annual Salary: $35,487.77

Per Mississippi State Statute 21-31-63: Any applicant for a position of any kind under civil service must be a citizen of the United States and an elector of the county in which he resides and must meet only such bona fide occupational residency requirements as may be determined by the civil service commission or the governing authority of the municipality.

Position Overview

The Administrative Assistant III provides general clerical support to the department such as drafting correspondence, scheduling appointments, organizing and maintaining files, and addressing and assisting with the needs of visitors and callers.

Essential Job Functions

Essential duties and functions, pursuant to the Americans with Disabilities Act, May include the following. Other related duties may be assigned.

Attends meetings in order to transcribe minutes.
Coordinates and direct office services, such as records and budget preparation, personnel, and housekeeping, in order to aid managers, department directors, and executives.
Assists managers, department directors, and executives with special projects as requested.
Manages and maintains manager’s and director’s schedules.
Prepares reports, memos, letters and other documents, using word processing, spreadsheet, database, or presentation software.
Reads and analyzes incoming memos, submissions, and reports to determine their significance and plan their distribution.
Operates office equipment such as fax machines, copiers, and phone systems, and computers.
Answers telephones and gives information to callers, take messages, or transfer calls to appropriate individuals.
Greets visitors and callers, handles their inquiries, and directs them to the appropriate persons according to their needs.
Organizes and maintains paper and electronic filing systems for records, correspondence, and other material.
Locates and attaches appropriate files to incoming correspondence requiring replies.
Opens, reads, routes, and distributes incoming mail and other material, and prepare answers to routine letters.
Completes forms in accordance with company procedures.
Makes copies of correspondence and other printed material.
Reviews work done by others to check for correct spelling and grammar, ensures that company format policies are followed, and recommends revisions.
Composes, types, and distributes meeting notes, routes correspondence, and reports.
Performs other duties as assigned.

Knowledge, Skills And Abilities

Must posses required knowledge, skills, abilities and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.

Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology. The Administrative Assistant III must be familiar with stenography and transcription, and designing forms as required by the Department.
Knowledge of principles and processes for providing customer and personal services including customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
Knowledge of electronic equipment and computer hardware and software, including proficiency with Microsoft Word, Power Point, and Excel and knowledge of other software as needed by the Department.
Must be able to demonstrate a typing skill of type 50 words per minute.

Education And Experience

Graduate from an accredited two or four year university including coursework with a clerical or business emphasis. 5+ years prior clerical experience is required.

Required Licenses Or Certificates

Must possess a valid Mississippi Driver's License

Physical Demands and Working Conditions

The physical 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 individuals with disabilities to perform the essential functions.

Physical requirements include occasional lifting/carrying of 10+ pounds; visual acuity, speech and hearing; hand and eye coordination and manual dexterity necessary to operate a computer keyboard and basic office equipment. Subject to sitting, standing, reaching, walking, twisting and kneeling to perform the essential functions. Working conditions are both indoors.

City of Gulfport

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Administatrive Assistant III