Administrative AssistantCITY OF BEAUFORT
Are you looking to help enhance our Community? City of Beaufort is seeking to fill a part time Administrative Assistant position in our Downtown Operations and Community Services Department.
ESSENTIAL JOB FUNCTIONS:
*Assists the Director of Downtown Operations & Community Services by performing a variety of administrative,
secretarial and clerical duties, which include but are not limited to researching and compiling data, composing
routine correspondence, taking minutes, scheduling meetings and appointments, developing and maintaining
computer record-keeping operations, establishing and maintaining files, preparing travel vouchers, making
travel arrangements, opening and screening mail, maintaining mailing lists, ordering supplies, maintaining
calendar, etc. Performing various customer service functions as required.
*Must work irregular hours to include attendance to events and meetings outside of the normal working
business hours of 8:00 AM and 5:00 PM. Must be willing to work some weekend days. Weekly hours not to exceed 32 hours
*Must have own reliable transportation.
*Receives and responds to inquiries, concerns and complaints from the public.
*Processes Waterfront Park applications; schedules reservations.
*Answers the telephone. Performs customer/public service duties as required.
*Assists in implementation of goals and objectives and development of policies and procedures.
*Anticipates and assists in preparing and disseminating notices and information to the participants, residents,
city staff and public.
*Assists and performs administrative duties for the Downtown Beaufort Merchants Association and Cultural
District with events and activities.
*Collaborates and assists in preparing, developing and disseminating marketing material for downtown
operations events, activities and incentives
*Anticipates and prepares materials needed for conferences, meetings, events, correspondence, etc.; ensures
prompt response to correspondence, phone calls, requests, etc.
*Performs routine clerical work, including but not limited to maintaining logs, copying and filing documents,
typing forms, faxing information, etc.
*Assists in maintaining data and information for the implementation and creation of annual and long-term
budgets, capital improvement plans and initiatives.
*Assembles, composes, types, edits, copies, files and/or mails various letters of correspondence, routine
reports, notices, manuals, annual reports, and other documents.
*Performs computer data entry to record and retrieves information.
*Completes special projects as assigned.
*Receives, reviews, prepares and/or submits a variety of documents such as agendas, minutes, applications,
receipts, legal documents, forms, purchase requisitions, vouchers, grant applications, calendars, schedules,
lists, logs, various reports, correspondence, etc.
*Operates a variety of equipment such as a computer, printer, typewriter, fax machine, audio-visual equipment,
calculator, copier, telephone, etc.
*Interacts and communicates with the City Manager and Staff, City Council members, Merchants, visitors,
commission/committee members, departmental supervisors and employees, co-workers, other government
agencies and external organizations, County personnel, attorneys, consultants and other elected officials.
ADDITIONAL JOB FUNCTIONS
*Assists in reporting and tracking of maintenance of facilities and the Downtown Core.
*Makes logistical arrangements for assigned meetings and events.
*Establish and maintain cooperative working relationships with those contacted during work.
A*Performs related duties as required.
MINIMUM TRAINING AND EXPERIENCE:
Requires a vocational/technical diploma in secretarial science or other relevant field supplemented by three to
five years of administrative experience and/or marketing, or an equivalent combination of education, training
and experience that provides the required knowledge, skills and abilities.
The City of Beaufort is an EOE.