Admin Support Coordinator

City of Chattanooga•Chattanooga, TN

1d•$21 - $25•Onsite

About The Position

Chattanooga, a vibrant and growing community of over 190,000 residents within a metropolitan area of nearly 600,000 is known as the "Scenic City" for a reason. Nestled along the Tennessee River and surrounded by the foothills of the Appalachian Mountains, we are a hub of outdoor adventure and innovation. Home to the University of Tennessee at Chattanooga (UTC) and Chattanooga State Community College, our city blends a rich industrial history with a tech-forward future—famously powered by the nation’s first community-wide "Gig" fiber-optic network. The City of Chattanooga was also recently designated as a "National Park City,” the first of its kind in the United States. OUR ORGANIZATION As a City, we are powered by a dedicated workforce of approximately 2,600 employees committed to excellence in public service and making Chattanooga the best community in the country. Our team ensures our city thrives through a wide range of municipal services, including: Public Safety: Chattanooga Police and Fire Departments. Infrastructure & Utilities: Public Works, Waste Resources, and specialized Stormwater management. Quality of Life: Award-winning Parks and Outdoors and Community Development systems and the Chattanooga Public Library. Transportation: The Chattanooga Metropolitan Airport (CHA) and citywide transit and pedestrian friendly initiatives. Innovation: Leading-edge smart-city programs with a commitment to cutting edge workforce development policies to ensure all our residents can get ahead. WHY CHOOSE CHATTANOOGA? The City of Chattanooga’s workforce is the heartbeat of our community. We don't just offer jobs; we offer careers with purpose: making Chattanooga the best city in America. We are committed to being the premier employer of choice in Southeast Tennessee by providing: Competitive Compensation: Robust pay scales that reflect our commitment to our staff. Work-Life Balance: Generous paid time off and flexible scheduling where possible. Exceptional Wellness: Comprehensive health benefits and wellness programs designed for you and your family that deliver savings to you beyond your paycheck, featuring a centralized health clinic and pharmacy for all City employees. . Growth: A focus on professional development and upward mobility within the organization. The Great Outdoors: Your Backyard Playground: Chattanooga isn't just near nature, it's immersed in it. As one of the most biodiverse cities in North America, the "Scenic City" offers an ecological richness that few places on earth can claim. Whether you are an adrenaline junkie or a weekend wanderer, world-class adventure is always less than an hour away. Vertical Adventures: Scale legendary sandstone cliffs in what is widely considered the premier rock climbing hub of the Southeast. Water & Rapids: From the high-octane whitewater kayaking of the Ocoee River to world-class bass fishing and peaceful paddling on the Tennessee River. Trails for Miles: Explore a massive network of mountain biking and hiking trails that wind through lush ridges, hidden waterfalls, and deep river gorges. In Chattanooga, "work-life balance" means you can finish your shift and be at a trailhead or on the water before the sun sets. Our mission is to work together to build a safe, vibrant, and sustainable city for all Chattanoogans. To do that, it takes a team of skilled and passionate individuals. So, if you’d like to call Chattanooga home – or maybe you already do! – and want to further your career through meaningful work that makes a true impact where you live, we’d love to talk to you. CLASSIFICATION SUMMARY: Responsibility for technical and/or administrative support for a department or senior staff. Assists department/office staff on special projects. Responsible for monitoring the workflow through office processes. Typical duties might include supervising records management activities; developing and implementing office policies/processes; assigning, monitoring and evaluating work of any lower level administrative staff; resolving problems; preparing reports and other program information; and performing administrative assistance of unit staff. Requires extensive knowledge of the department, City and their systems. Work requires minimal supervision. SERIES LEVEL: This is a stand-alone position.

Requirements

Associate Degree and at least (2) two years increasingly responsible administrative support experience; or any combination of equivalent experience and education.
Knowledge of advanced computer use skills; interpersonal communication; customer service principles; English language, grammar and punctuation; modern office procedures, methods and equipment; meeting and/or special event scheduling techniques; basic report preparation techniques; record keeping principles; keyboarding techniques and filing principles and practices. Skilled in critical thinking; using computers and related software applications; providing customer service; filing; composing a variety of business correspondence; scheduling and coordinating special events and meetings; keyboarding; using modern office equipment; processing financial documents; preparing and proofreading a variety of routine reports and/or documents; maintaining confidentiality; maintaining records and files and communication and interpersonal skills as applied to interaction with coworkers, supervisor, and the general public, sufficient to exchange or convey information and to receive work direction.

Responsibilities

May manage and disseminate schedules for City involved activities.
Participates in performing various routine clerical duties utilizing standard office equipment to include screening incoming calls; taking and transmitting messages; maintaining calendars; keyboarding information into databases; making photocopies; performing data entry; faxing documents; typing requisitioning supplies and word processing.
Responds to requests for information from the general public; answers routine questions; directs callers to appropriate internal departments and/or external organizations.
Oversees the organization and maintenance of files; files documents alphabetically, numerically or by other prescribed methods.
Processes, receives, sorts and distributes a variety of correspondence, notices, reservations, invoices, work orders, reports service request, and/or other applicable items.
Monitors the processing and completion of service requests.
Composes a variety of routine and/or specialized correspondence, reports, documents, brochures, posters, contracts, easements, applications, forms, memos, and/or other applicable materials, verifies and edits grammatical composition.
Prepares drafts of a variety of reports that summarize operational activities.
Organizes and maintains files, including creating and maintaining files, potentially containing confidential information.
Maintains a variety of contact lists, resource lists, logs, calendars, deadline dates, meeting dates, and/or other related items.
Monitors and restocks office supplies and materials; initiates the replenishment of applicable inventory and supplies; follows up on orders and deliveries.
Coordinates administrative support activities such as tracking work and change orders, reporting office maintenance issues.
Manages files and drafts preparation of presentation materials. Works on correspondence & other document management/production.
Ordering office supplies & office work order placement and follow-up calendar and meeting management.
May assist in grant filing and fiscal management.
Support work of coordination with partners and allies. Support management of invoicing and purchasing.
Must meet regular attendance requirements.
Must be able to maintain good interpersonal relationships with staff, co-workers, managers, and citizens.
Must accomplish the essential functions of the job, with or without reasonable accommodations, in a timely manner.
Performs other duties as assigned.
When working in the Public Library Receiving and processing revenue and purchased items, including Library materials; copy cataloging review and correction,
Resolving issues of damaged, deleted, and surplus items and materials.
Manage records and items, including Library materials.
Participating in working groups to support patron services.
Provide expertise in the administrative background processes necessary to conduct all Library activities.
Identify and pursue any suitable activities to serve patrons, improve service to patrons, and generally further the interest of the Chattanooga Public Library.

Benefits

Competitive Compensation: Robust pay scales that reflect our commitment to our staff.
Work-Life Balance: Generous paid time off and flexible scheduling where possible.
Exceptional Wellness: Comprehensive health benefits and wellness programs designed for you and your family that deliver savings to you beyond your paycheck, featuring a centralized health clinic and pharmacy for all City employees.
Growth: A focus on professional development and upward mobility within the organization.

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