CITY OF MOBILE
NEIGHBORHOOD DEVELOPMENT EXECUTIVE ADMINISTRATIVE ASSISTANT
The City of Mobile seeks to hire a full-time Executive Administrative Assistant who will be responsible for clerical and office management related to various grant projects and the delivery of services for the City of Mobile’s Neighborhood and Community & Housing Development Departments. The Community & Housing Development Department is a grant funded department within the Neighborhood Development Department. The primary funding grant for the department is the Community Development Block Grant from HUD which has been in place since 1974. The Executive Administrative Assistant will report to the Deputy Senior Director of Neighborhood Development.
JOB REQUIREMENTS:
High school diploma or equivalent education required, some college preferred; 3-5 years of administrative and office management office experience; proficient knowledge of software including Microsoft Word, Excel, Outlook, and Microsoft PowerPoint
Preference may be given to those that qualify as Section 3 under HUD guidelines. Please visit https://workwith.cityofmobile.org/Section3 for more information on becoming Section 3 certified with the City.
PRIMARY RESPONSIBILTIES (including, but not limited to):
Provides administrative support to Deputy Senior Director to ensure efficient operation of office.
Confidenital managing of sensitive data with discretion and professionalism.
Operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems, personal computers, etc., in order to complete daily tasks.
Answers phone calls, schedules meetings, manage calendars.
Carries out administrative duties such as filing, typing, copying, binding, scanning etc..
Create spreadsheets, tables, gather materials for meetings
Makes travel arrangements for senior and office staff such as booking flights, accommodations, transportation, and creating itineraries.
Exhibits polite and professional communication via phone, e-mail, and mail.
Supports Director by performing tasks related to organization.
Ensures operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories and evaluating new equipment and techniques.
Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies.
Process weekly payroll, manage employee sick/vacation, verify employee work hours in payroll system.
Processing personnel paperwork for current employees and new employees.
Maintain a variety of records and files, including licensing, clinical, legal, etc., manually or electronically, for proper documentation and accessibility.
The City of Mobile ensures equal employment opportunity in all aspects of employment to all employees and to all applicants for employment without regard to race, color, religion, sex, national origin, age (40 and over), citizenship, physical or mental disability or military obligations.
Application deadline 4/28/2023. The City may begin interviewing applicants prior to the listed deadline.
Job Type: Full-time
Pay: $47,000.00 - $52,000.00 per year
Benefits:
- Dental insurance
- Employee assistance program
- Health insurance
- Paid time off
- Retirement plan
- Tuition reimbursement
- Vision insurance
License/Certification:
- Driver's License (Preferred)
Work Location: In person
