Administrative Assistant

29 views ADMINISTRATIVE ASSISTANT - HIRING IMMEDIATELY!!

Marathon is a growing staffing company with over twenty offices nationwide offering employees amazing flexibility in exploring new opportunities, learning new skills through on the job training, and peace of mind working with a team with over 30 years of experience.


Schedule: Monday- Friday 8am to 5pm
Pay Rate: $21.40
Pay Frequency: Weekly

Essential Duties and Responsibilities:

Essential Functions % of
Time
• Maintain Account Balances and Prepare Budget Ledgers: Process all invoices for
payments for items purchased and services rendered. Enter requisitions to create
purchase order for purchases/services using the purchasing/financial system. Process
petty cash reimbursements for out-of-pocket purchases. Work with Accounting and
Finance to maintain operating accounts and budgets. Prepare reports to produce
information needed to input expenditures for the division budget project report ledgers.
Ensure that all payment requests are processed correctly, in a timely manner, and
charged to the correct account. Communicate with vendors/contractors concerning
payment request. Maintain detailed listing of all funds spent for federal funding
received including HUD, Community Development Block Grant (CDBG), Home
Investment Partnership (HOME), Housing Opportunities for Persons With Aids
(HOPWA), U.S. Environmental Protection Agency (EPA) Brownfield Grants and other
funding. Maintain detailed records of all expenditures to be balanced with funding
amounts received from HUD and other funding sources. Confirm HUD reimbursement
of City funds following HUD voucher requests and approvals.
45%
• Provide General Administrative Support: Answer telephone and greet individuals
entering the office. Pick up and distribute incoming mail, as well as ensure that
outgoing mail is processed properly. Type letters, memos, reports, agreements, council
actions forms, resolutions, ordinances, and other information. Schedule out of town
business travel, such as, flight reservations and hotel accommodations. Schedule and
coordinate meetings, groundbreakings, and ribbon cutting ceremonies, to include
reserving the meeting place, preparing, and mailing invitations. Manage departmental
correspondence and financial files. Order and maintain adequate office supplies, along
with promotional items for the department. Monitor foreclosures in special emphasis
neighborhoods. Maintain updated list of completed owner-occupied rehabs and
deferred forgivable mortgages. Assist with updating and maintaining Integrated
Disbursement and Information System (IDIS). Publish and distribute the U. S.
Department of Housing and Urban Development (HUD) public notice requirements.
Support the Community Planner in preparing the HUD annual reporting documents
through completion of the annual competitive grant cycle. At the direction of the
Community Development Manager, provide administrative support for division
meetings and the Community Development Advisory Committee (CDAC) as a part of
the Citizen Participation Plan including scheduling meetings, determining and
coordinating agendas and preparing minutes. Initiate consistent communication with
neighborhood leadership as directed to compile and update documentation of
neighborhood and community concerns, issues, and needs. Maintain current
information regarding special emphasis neighborhood association meetings, activities,
and events. Research, document, and compile contact information for community
development resources. At the direction of the Community Development Manager, on
a bi-weekly basis, receive employee-approved electronic timesheets. Identify
discrepancies and follow up with the Community Development Manager to ensure that
timesheet errors are corrected prior to the payroll deadline. Submit all finalized
electronic timesheets to Payroll for bi-weekly processing. Maintain calendar of staff
vacation and time away from office.
• Coordinate Various Events with Partners and Neighborhood Associations: Schedule
various meetings involving neighborhood presidents, other agencies, and community
partners. Coordinate groundbreaking ribbon cutting and other ceremonies, to include
creating/sending out invitations, printing agenda/programs for events. Reserve items
needed from Special Events and Parks, Recreation & Tourism for events in special emphasis neighborhoods. Create and distribute notices for neighborhood meetings
and events as needed. Attend groundbreakings and ribbon cutting and other
ceremonies as directed by the Community Development Manager. Purchase and set
up refreshments for community events/activities. Contact participants for Community
Development sponsored/co-sponsored events/activities.
Perform other duties as assigned.

Requirements:

•High school diploma or equivalent.
• Over two (2) years of experience in a secretarial or administrative assistant role.
• Proficiency in Microsoft Office Suite.
Associate degree in administrative office, business, secretarial, or related field.
• Certified Administrative Professional (CAP) certificate or Certified Professional Secretary (CPS)
certificate.
• Valid South Carolina Class D Driver's License.

Apply Today For This Great Onboarding Opportunity

Marathon Staffing Is An Equal Opportunity Employer

IND3

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