Administrative Assistant

TARGET CLOSE DATE:

03/02/2026

PAY GRADE:

Grade 16

TYPE:

Full time

JOB SUMMARY:

The Merit System is currently accepting applications for Administrative Assistants responsible for a variety of non-routine clerical and support services requiring independent judgment and knowledge of department operations. Administrative Assistants provide more advanced clerical support to departments and perform a moderate level of financial duties compared to Administrative Clerks, such as processing accounts receivable and payable, and performing payroll duties. Employees require substantial knowledge regarding the use of computers to create and exchange correspondence, maintain databases, create graphs, and manage spreadsheets. Incumbents in this position may lead or train employees as lead workers but do not supervise others.

COMPENSATION & BENEFITS:

Agencies provide competitive pay and comprehensive benefits packages to include medical and dental insurance, employer-sponsored retirement plan (pension), generous paid holidays, sick and vacation leave, and more.

Applications for this position will be considered for the following Merit System employing agencies. The pay range for this job varies depending upon the Merit System employing agency.

Bessemer $36,337 - $56,388
Birmingham $37,128 - $57,595
Center Point $35,048 - $54,350
EMA $41,828 - $64,896
Fairfield $33,654 - $52,208
Fultondale $38,667 - $59,966
Gardendale $43,326 - $67,225
Health Department $44,158 - $68,494
Homewood $42,889 - $66,518
Hueytown $38,209 - $59,259
Irondale $42,889 - $66,518
Jefferson County $41,246 - $63,980
Mountain Brook $46,571 - $72,259
Pleasant Grove $38,168 - $59,217
Vestavia Hills $43,139 - $66,934

MINIMUM QUALIFICATIONS:

The following are job-related qualifications that are required for employment consideration for this position:

Option A:

• Currently employed in one of the following classes: Administrative Clerk, Medical Clerk, Court Clerk, Stores Clerk, Law Library Assistant, Legal Secretary, Medical Billing Clerk, or Auto Parts Clerk.

Option B:

• Experience providing customer service to internal and external customers including responding to inquiries, explaining policies and procedures, and resolving issues or complaints.

• Experience performing administrative functions including coordinating schedules, drafting correspondence, producing reports, and maintaining and updating files and records to support professional staff.

• Experience using computer software (e.g., Microsoft Word, excel, outlook, Google Docs) to develop and update written correspondence, reports, memos, and spreadsheets.

*This job is being posted as "open-promotional" as defined under Rule 9.6 of the Personnel Board Rules & Regulations. Candidates who are regular employees within a job class in option A will be certified as promotional candidates in accordance with this rule.

TYPICAL JOB DUTIES:

• Provides service to internal and/or external customers.

• Performs various administrative activities by creating and updating files, maintaining documents, and tracking information using various forms and computer systems to maintain records and document organization/department activities.

• Communicates and collaborates with various parties and organizations (e.g., department heads, employees, citizens, board and council members, vendors, etc.) by responding to inquiries, tracking internal and external communications, and drafting correspondence to disseminate and receive information related to department/organization activity.

• Procures and/or manages inventory (i.e., supplies and equipment) to ensure the products and services are available to meet the operational needs of each department.

• Prepares and processes invoices by creating and sending billing statements and collecting payments to ensure customers’ balances are paid for services rendered.

• Manages departmental accounts receivable and payable by monitoring expenditures and producing financial reports using financial software to ensure compliance with set financial guidelines and budgets.

• Directs the activities of payroll operations within the department by reviewing, processing, and maintaining payroll record and communicating information related to payroll processes and procedures to ensure that payroll is accurate and properly distributed.  

• Acts as a lead worker of peer or support staff by assigning and reviewing work tasks, facilitating training, and providing feedback using policies, procedures, tools, and directives from management in order to ensure tasks are completed in accordance with established requirements.

• Prepares, monitors, and administers departmental or organizational budget by reviewing spending trends, expenditure reports, analyzing financial data, and ensuring expenditures are within annual budgetary limits.

• Manages various projects by establishing project plans, timelines and objectives, coordinating resources and stakeholders, communicating project activities, and overseeing project implementation using standard project management methodologies in order to ensure project completion in accordance with established objectives and goals.

• Engages in activities designed to ensure professional development, awareness of developments in the field, and knowledge of relevant practices, rules, laws, policies, and/or guidelines.

PHYSICAL DEMANDS:

Job is primarily sedentary involving sitting for long periods of time, but may involve occasional walking or standing for brief periods. Job may involve occasional light lifting of items or objects weighing up to 25 lbs.

WORK ENVIRONMENT:

Work is conducted almost exclusively indoors in an office setting. Work involves use of standard office equipment (e.g., computer, phone, copier). Job may require working on a computer, exposed to glare and/or PC light. Job may require working with angry/irate customers or citizens.

EEO STATEMENT:

The Personnel Board of Jefferson County provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment with the Personnel Board of Jefferson County, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.  Each Merit System member city/agency operates its own equal employment opportunity policies available on the individual city/agency website.

ACCOMMODATION:

NOTE:

This job posting may close before, or be extended beyond, the listed Target Close Date based on the employment needs of the Merit System. More detail regarding this job is available by clicking Apply.

DISCLAIMER:

This job posting is not meant to be an all-inclusive list of the job duties, responsibilities, or skills and abilities required for this position and may be changed at the discretion of the Personnel Board at any time.