City of Seneca, South CarolinaFriday, August 17, 2018
Location: Employment   

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POSITION DESCRIPTION

EXECUTIVE ADMINISTRATIVE ASSISTANT


GENERAL PURPOSE

Provides administrative assistance and support to the City Administrator in all administrative functions
of the office. Position provides assistance with a diverse range of public information and assisting with
the public and city departmental affairs. Also provides oversight of the City Administrator’s budget and
financial operations.


ESSENTIAL SAFETY FUNCTIONS

It is the responsibility of each employee to comply with established policies, procedures and safe work
practices. Each employee must follow safety training and instructions provided by their supervisor. Each
employee must also properly wear and maintain all personal protective equipment required for their job.
Finally, each employee must immediately report any unsafe work practices or unsafe conditions as well
as any on-the-job injuries or illnesses.


ESSENTIAL DUTIES AND RESPONSIBILITIES
Serves as receptionist and provides administrative assistance and support to the City Administrator in the
coordination of special projects as directed. Assembles background materials, handles confidential
materials, prepares files and schedules for special projects. Researches issues and policies as directed
and reviews progress. Provides departmental assistance and oversight where needed.
Provides executive level administrative support to include maintaining the City Administrator calendar,
in addition to managing file and records of the Administrator.
Assists with public information, including news releases, fact sheets, and other information presented to
the media.

Manages and assists with Freedom of Information Act requests.

Manages the City Administrator departmental budget.

Provides assistance with the public, citizens, and staff communication.

Assists with Mayor, Council, and department head communication.

Provides assistance to the Finance Department and Events Coordinator as needed.

Responsible for managing some projects for the City Administration, including the City Museums.

Types, and edits correspondence, reports, memoranda, and other material requiring judgment as to
content, accuracy, and completeness.

Assists in planning the City Christmas Party and inviting retirees of the City to the Party.

Plans and arranges City conferences, meetings, retreats, and seminars for the City Administrator as
directed. Plans annual meetings for City Council members.

Provides varied assistance to other City departments.

Operates listed office machines as required.


PERIPHERAL DUTIES

Attends seminars, training, and workshops related to administrative duties and responsibilities.

Acts as back up Notary Public for citizen and employee documentation.

Fills in for other positions as needed.

Performs other related duties as required.


DESIRED MINIMUM QUALIFICATIONS

Education and Experience:
(A) Associate’s degree in business management, secretarial science, or a closely related field,
and
(B) Three (3) years of increasingly responsible related experience, or
(C) Any equivalent combination of related education and experience.
Necessary Knowledge, Skills and Abilities:
* Working knowledge of computers and electronic data processing.
* Working knowledge of modern office practices and procedures.
* Skill in operation of listed tools and equipment.
* Ability to perform cashier duties accurately.
* Ability to effectively meet and deal with the public.
* Ability to communicate effectively verbally and in writing.
* Ability to handle stressful situations.
* Ability to perform multiple tasks and manage multiple priorities at the same time.

SPECIAL REQUIREMENTS

Must have SC Driver’s license or ability to obtain one.
TOOLS AND EQUIPMENT USED
Computer, scanner, printer, and related software; copy machine; postage machine; fax machine; 10-key
calculator; dictating machines, typewriter and notary seal.


PHYSICAL DEMANDS AND WORK ENVIRONMENT

The physical demands and work environment described are representative of activities required and
work environment encountered while performing the essential functions of this job. Reasonable
accommodations may be made to allow individuals with disabilities to perform the essential functions.


* The employee is frequently required to sit and talk or hear.
* The employee is occasionally required to walk; use hands to finger, handle, or operate objects, tools,
or controls; and reach with hands and arms.
* The employee must occasionally lift and/or move up to 25 pounds.
* Specific vision abilities required by this job include close vision and the ability to adjust focus.
* The noise level in the work environment is moderately noisy.




The duties listed above are intended only as illustrations of the various types of work that may be
performed. The omission of specific statements of duties does not exclude them from the position if the
work is similar, related or a logical assignment to the position.
The job description does not constitute an employment agreement between the employer and employee
and is subject to change by the employer as the needs of the employer and requirements of the job change.


6/1/18
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