Administrative Assistant II (Senior Center)

City of Kingsport • Kingsport, TN

7h • Onsite

About The Position

Performs a variety of general secretarial and administrative/support functions for Building, City Manager, CID, Engineering, Fleet, Human Resources, Legal & Risk Management, Library, MPO, Parks & Recreation, Planning, Police, Purchasing, Senior Center, Cultural Arts, Streets & Sanitation, Transit, and Water/Sewer. This role involves a wide range of secretarial and administrative support tasks for assigned staff, supervisory, and management personnel. Responsibilities include managing communications, scheduling, record-keeping, budget assistance, purchasing processes, inventory management, travel arrangements, data compilation, payroll record maintenance, and general office support.

Requirements

• Knowledge of the operations and functions of the specific department.
• Knowledge of general bookkeeping practices and procedures.
• Knowledge of general office management principles and practices.
• Skill in maintaining confidential information and in the application of judgment in release of information to authorized persons.
• Skill in preparing a variety of records, reports and correspondence.
• Skill in establishing and maintaining effective working relationships with other departmental personnel, outside vendors and the general public.
• Skill in maintaining filing and record systems.
• Skill in following oral and written instructions, policies and procedures.
• Skill in the use of MS Office including word processing, spreadsheets and presentation applications.
• Skill in operating a variety of office equipment, including personal computer, telephone, copier, FAX and computer terminal.
• High school graduate or high school equivalent.
• Experience equivalent to three years full-time secretarial/office support work.

Nice To Haves

• Completion of a post high school education in Office Management or closely related area may substitute for one year required experience.

Responsibilities

• Performs a variety of secretarial/administrative support work for assigned staff, supervisory and/or management personnel.
• Takes and screens calls, writes letters, and assists visitors.
• Schedules meetings/appointments.
• Organizes and maintains files/records.
• Provides follow up of pending issues/concerns.
• Composes/types routine letters and other correspondence.
• Develops estimate sheets and obtains necessary approvals.
• Helps develop division budget and monitors budget status.
• Prepares and processes purchase orders/requisitions to facilitate the purchasing process for department.
• Inventories/orders standard and non-standard office supplies and materials.
• Maintains calendars/schedules, makes travel arrangements.
• Provides information and assistance to a variety of incoming telephone calls and in person requests.
• Enters and retrieves department information from computerized files.
• Performs research of specific department information or general information.
• Compiles a variety of data for administrative and annual operational/budgetary reports.
• Formats, and compiles materials for special departmental informational bulletins/brochures.
• Maintains departmental payroll records, enters timesheet records of actual hours including leave/overtime.
• Performs a variety of routine office support tasks including copying, filing, distribution of mail and updates to manuals.
• Performs other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED