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CITY OF PICKENS
Administrative Assistant

Department: Administration
Reports To: City Administrator
FLSA Status: Non-Exempt
Employment Status: Full-Time
Pay Grade: Grade

Position Summary

The Administrative Assistant serves as the primary administrative support position for the City Administrator while providing operational support to the Finance Department, Utility Billing Division, Human Resources, and other City departments. The position requires exceptional organizational skills, professionalism, confidentiality, and the ability to manage multiple priorities in a fast-paced municipal environment.

The Administrative Assistant frequently serves as the first point of contact for citizens, elected officials, vendors, contractors, and outside agencies and is expected to represent the City in a courteous, knowledgeable, and professional manner.

Executive Administrative Support

  • Provides administrative support to the City Administrator, HR Director and Front Office Manager.
  • Maintains calendars and schedules meetings.
  • Coordinates appointments and conference registrations.
  • Drafts correspondence, memoranda, agendas, reports, and presentations.
  • Maintains confidential files and records.
  • Assists with preparation of City Council agenda materials.
  • Coordinates departmental meetings and special events.
  • Screens telephone calls and visitors.
  • Performs research and special projects assigned by the City Administrator.

Finance and Accounting Support

  • Assists with Accounts Payable processing.
  • Assists with Accounts Receivable.
  • Processes purchase orders and invoices.
  • Assists in maintaining vendor records.
  • Prepares deposits.
  • Assists with bank reconciliations.
  • Assists with payroll documentation.
  • Maintains purchasing records.
  • Assists in preparation of financial reports.
  • Provides administrative support during budget preparation and annual audit activities.

Utility Billing Support

  • Assists customers regarding utility accounts.
  • Processes utility payments.
  • Assists with adjustments approved by management.
  • Prepares reports for utility billing.
  • Assists with delinquent account notifications.
  • Coordinates with Public Works regarding service orders.

Human Resources/City Clerk Support

  • Provides Administrative support to the City Clerk/HR Director.
  • Assists and helps with onboarding new employees.
  • Maintains confidentiality of personnel records.
  • Assists with scheduling interviews and coordinating applicant communications.
  • Assists and helps prepare City Council agenda packets.
  • Assists and helps prepare City Council Chambers with meetings.

Customer Service

  • Greets visitors.
  • Answers multi-line telephone system.
  • Directs inquiries to appropriate departments.
  • Responds to routine citizen requests.
  • Receives applications, permits, and payments.
  • Assists residents with City services.

Records Management

  • Maintains paper and electronic filing systems.
  • Assists with records retention.
  • Scans and indexes documents.
  • Assists with FOIA administrative processing.
  • Maintains office supply inventory.

Administrative Operations

  • Orders office supplies.
  • Coordinates copier and equipment maintenance.
  • Maintains conference room schedules.
  • Assists with grant administration and reporting.
  • Assists department heads with administrative projects.
  • Performs other duties as assigned.

Knowledge, Skills and Abilities

  • Excellent written and verbal communication skills.
  • Strong customer service abilities.
  • Advanced organizational skills.
  • Excellent time management.
  • Ability to prioritize multiple assignments.
  • Ability to maintain confidentiality.
  • Strong attention to detail.
  • Professional demeanor.
  • Ability to work independently.
  • Ability to interact effectively with elected officials, employees, and the public.

Computer Skills

  • Microsoft Word, Excel, Outlook, Teams.
  • Adobe Acrobat.
  • SmartFusion financial software (preferred).
  • Utility billing software.
  • Electronic records management systems.

Minimum Qualifications

  • High School Diploma or GED required.
  • Associate Degree in Business Administration, Public Administration, Accounting, Office Administration, or related field preferred.
  • Three (3) years of progressively responsible administrative support experience.
  • Municipal government experience preferred.
  • Experience in accounting, accounts payable, payroll, or utility billing preferred.
  • Valid South Carolina Driver’s License.

Preferred Qualifications

  • Experience using SmartFusion Financial Software.
  • Experience with municipal accounting.
  • Advanced Microsoft Excel skills.
  • Notary Public or ability to obtain within six months.
  • Experience with FOIA records management.
  • Experience supporting executive management or elected officials.

Physical Requirements

  • Sits for extended periods.
  • Uses computers and office equipment.
  • Occasionally lifts up to 25 pounds.
  • Communicates verbally and in writing.
  • Occasionally attends meetings outside City Hall.

Working Conditions

Work is performed primarily in a professional office environment with frequent interaction with employees, elected officials, vendors, and members of the public.

Performance Expectations

  • Maintain strict confidentiality.
  • Provide excellent customer service.
  • Produce accurate work with minimal supervision.
  • Meet deadlines consistently.
  • Support continuous improvement initiatives.
  • Represent the City professionally.
  • Promote teamwork throughout the organization.

Reporting Relationship

This position reports directly to the City Administrator and provides administrative support to the Administration Department while assisting Finance, Human Resources, Utility Billing, and other City departments as assigned. The position serves as an integral member of the City’s administrative team and is expected to exercise sound judgment, initiative, professionalism, and discretion.

 

HOW TO APPLY

🗓 Download the application here.

Applications and résumés may be submitted to:

City of Pickens
Attn: Meagan Nations
219 Pendleton Street
Pickens, SC 29671

or by email to: mnations@pickenscity.com

The City of Pickens is an Equal Opportunity Employer and does not discriminate in employment on account of race, color, religion, national origin, ancestry, age, sex, sexual orientation, marital status, physical or mental disability, or any other legally protected status.

Position open until filled.