Executive Assistant | Department of Human Resources

Salary $62,000.00

Position expires: 12/3/2024

Executive Assistant

This position coordinates complex administrative services within the City of Atlanta’s Department of Human Resources (DHR). Specifically, this position performs and oversees technical and office administrative duties and provides administrative support for the Deputy Commissioners (DCs) for DHR. This is an experienced skilled position that serves as a liaison between DHR and other administrative and support departments. The EA may be privy to sensitive information and must be able to keep information confidential.

Essential Duties & Responsibilities

These are typical responsibilities for this position and should not be construed as exclusive or all inclusive.  May perform other duties as assigned.

• Performs a wide variety of executive secretarial and administrative duties as required by daily operations. 
• Ensures smooth office operations: coordinates office activities and schedules; develops and recommends office policies, procedures and systems.
• Manages all communications for the DCs including telephone calls and email messages; provides assistance using independent judgment to determine messages that require priority attention; prioritizes and facilitates communication.
• Prepares and reviews written communications and reports, drafts correspondence, schedules, memos, spreadsheets, and other documents from notes, dictation and other sources. 
• Responds appropriately to letters and general correspondence of a routine nature. 
• Proofreads and edits documents for accuracy and format; distributes documents as instructed. 
• Serves as a departmental representative on special projects, committees and tasks forces as assigned. 
• Performs office tasks including maintaining records, ordering supplies, and mail drops.
• Schedules and attends meetings on behalf of executives, taking notes and recording minutes.
• Makes any necessary travel arrangements for DCs; maintains travel appointment schedules and calendars; arranges meetings and conferences. 
• Provides follow up to assignments given to members of the DHR team by and provides status reports. 
• Participates and assists in the development and administration of assigned department budget; performs related duties and fulfills responsibilities as required.
• Performs additional related administrative duties as assigned.

Requirements, Knowledge, Skills & Abilities

This is a partial listing of necessary knowledge, skills, and abilities required to perform the job successfully.  It is not an exhaustive list.

• Solid organizational, management, and computer skills.  Knowledge and skills in the use of computers. 
• Knowledge of management and administrative practices, policies and procedures as necessary in the completion of daily responsibilities.  
• Knowledge of all applicable laws, ordinances, policies, standards and regulations pertaining to the specific duties and responsibilities of the job. 
• Skill in communicating and interacting with subordinates, elected officials, management, employees, and members. 
• Ability to develop and administer operations and staff plans and objectives; ability to develop and implement long-term goals to promote effectiveness and efficiency.  
• Ability to keep abreast of any changes in policy, methods, operations, budgetary and equipment needs, etc. as they pertain to operations and activities. 
• Ability to effectively communicate and interact with management, employees, members of the general public, and all other groups involved.  
• Ability to assemble information and make written reports and documents in a concise, clear and effective manner. 
• Ability to use independent judgment and discretion including the handling of emergency situations, determining and deciding upon procedures to be implemented, setting priorities, maintaining standards, and resolving problems.  
• Ability to comprehend, interpret, and apply regulations, procedures, and related information.  
• Ability to read, understand and interpret reports and related materials.

Minimum Qualifications Education and Experience

1. Associate’s degree, or an equivalent of education plus experience in an office environment.
2. 3 plus years related experience with proven office administration and customer services skills required.  

Licensures and Certifications

None required. 

Essential Capabilities and Work Environment

Required physical, lifting, and sensory capabilities are requirements to perform the job successfully. Typical environmental conditions associated with job.