Administration Assistant Jobs in Dothan, AL (NOW HIRING)

DEADLINE TO APPLY: September 2, 2026

Minimum Salary $29,899.00

Role and Responsibilities

Under general supervision, performs a variety of secretarial and administrative office duties to support the department in general. Work involves answering and routing phone calls, assisting visitors at the front office, preparing all types of correspondence and reports, coding invoices, placing orders for supplies, distributing mail, maintaining calendars and schedules, making reservations, greeting visitors, establishing and maintaining the office filing system, scanning, and making copies.

Essential Job Functions

Front desk duties: Answers multiple phone lines, routing calls or answering questions based on general knowledge of the activities in the County; greets visitors.

Assist with coding invoices for payment for Maintenance and Administration departments, work with Finance/Clerk’s office to facilitate audits, payment processing requests and other matters that may arise.

Compile, verify and track timesheets for the Maintenance department, and Administration as needed.

Issue and track Spay/Neuter Vouchers and Boot Vouchers. Track WEX fuel receipts and verify/code invoices.

Place orders for supplies for Administration, cleaning crew, finance and other departments as needed.

Types correspondence; receives and distributes mail; scans documents, files and makes copies.

Screens and routes materials according to content of communications, based on detailed knowledge of department operations and individual staff members; assignments and status of work.

Types memos and other materials from typed or handwritten copy which requires the use of a variety of complicated formats for preparing correspondence, reports and manuscripts; and assumes responsibility for accurate spelling, punctuation, format and grammar.

Performs other related work as required by the Administrative Division to include Admin. Services, Human Resources, Information Technology, Business Manager, and Public Relations.

(The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties or requirements of this position.)

Qualifications and Education Requirements

Graduation from high school or its equivalent, experience in secretarial or administrative work is preferred. Must be able to handle multiple phone lines and have working knowledge of computers, exercise the ability to use tact and courtesy in dealing with the public. Microsoft Word, Excel, and Internet experience required; or any equivalent combination of training and experience which provides the required skills, knowledge and abilities. Possession of a valid Florida driver's license prior to employment.

Knowledge, Skills, and Abilities

· Considerable knowledge of math, spelling, grammar and punctuation.

· General knowledge of modern office practices and procedures.

· General knowledge of County personnel policies, programs and procedures.

· Skill in organizing work flow and coordinating activities. Skill in the operation of common office machines, including computer-driven word processing, spreadsheet and file maintenance programs.

· Ability to make routine administrative decisions independently in accordance with laws, regulations, and County policies and procedures, and to solve problems and answer questions.

· Ability to compile data from varied sources and complete complex reports from such information.

· Ability to communicate effectively both orally and in writing.

· Ability to develop and modify work procedures, methods and processes to improve efficiency.

· Ability to establish and maintain complex records and files.

· Ability to exercise tact and courtesy in dealing with the public.

· Ability to establish and maintain effective working relationships as necessitated by work assignments.

Additional Requirements

Physical Requirements: Must be physically able to operate a variety of automated office machines including computers, audio recorders, microphones, adding machines, copiers, facsimile machines, etc. Requires the ability to exert up to 20 pounds of force occasionally, and/or up to 10 pounds frequently, and/or a negligible amount of force constantly to move objects. Sedentary work involves sitting most of the time, but may involve walking or standing for periods of time.

Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural or compositional characteristic (whether similar to or divergent from obvious standards) of documentation of policies and procedure.

Interpersonal Communication: Requires the ability to speak and/or signal people to convey or exchange information. Includes receiving instructions, assignments and/or directions from superiors.

Language Ability: Requires the ability to read a variety of correspondence, reports, forms, manual, invoices, surveys, etc. Requires the ability to prepare correspondence, reports, forms, meeting minutes, news releases, purchase orders, etc., using prescribed formats and conforming to all rules of punctuation, grammar diction, and style. Requires the ability to speak to people with poise, voice control and confidence.

Intelligence: Requires the ability to apply rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardized exists; to interpret a variety of instructions furnished in written, oral diagrammatic, or schedule form.

Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in standard English.

Numerical Aptitude: Requires the ability to utilize mathematical formulas; to add and subtract totals; to multiply and divide; to determine percentages and decimals; to interpret graphs; and to compute discounts, interest, profit and loss, and ratios and proportions.

Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width, and shape.

Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using automated office equipment.

Manual Dexterity: Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc. Must have minimal levels of eye/hand/foot coordination.

Color Discrimination: Requires the ability to differentiate between colors and shades of color.

Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with persons acting under stress.

Physical Communication: Requires the ability to talk and/or hear: (Talking: expressing ideas by means of spoken words; hearing - perceiving nature of sounds by ear). Must be able to communicate via telephone.

(Reasonable accommodations will be made in accordance with existing ADA requirements for otherwise qualified individuals with a disability.)

This job description is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills, or working conditions associated with the position. While it is intended to accurately reflect the position activities and requirements, management reserves the right to modify, add, or remove duties and assign other duties as necessary. This job description does not constitute a written or implied contract of employment.