Administrative Assistant - Parks

Overview

End Date:
11/19/2019
Date Posted:
11/5/2019
Job Code:
ClericalD
Location:
Parks
Address:
109 3rd Ave S
City:
Franklin
State:
TN
Country:
United States of America

Description

 

I.  Purpose of Job

Performs secretarial and clerical duties associated with providing general office support to the Parks department as assigned.

II. Essential Job Duties  

A.  Office management  

  • Answers multi-line telephone and greets visitors in person; provides information and assistance; takes and relays messages and/or directs to appropriate personnel; returns calls as necessary.
  • Performs customer service functions; provides assistance and information related to department services, procedures, forms, fees, or other issues; collects/processes payments for department fees or services; responds to routine questions, complaints or requests for service; initiates problem resolution.
  • Processes a variety of documentation associated with departmental operations, per established procedures and within designated timeframes; distributes documentation or maintains records as appropriate.
  • Coordinates travel arrangements, accommodations, and other travel-related plans for staff members.
  • Maintains inventory of department supplies; initiates orders for new or replacement materials. 

B.  Payroll and accounts payable  

  • Processes documentation relating to department payroll; reviews time sheets for accuracy and completeness; maintains records of employee vacation time, sick time, comp time, overtime, and leave requests; makes appropriate calculations; forwards payroll documentation as appropriate; distributes paychecks to staff members.
  • Receives various forms, reports, minutes, invoices, time sheets, applications, attendance records, schedules, subpoenas, flow charts, contracts, code books, maps, policies, manuals, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate. 

III. Other Job Duties

Performs other job duties as assigned, including:

  • Perform related duties and responsibilities to assist other employees in the department as required.
  • Performs research tasks as needed for department. 

IV. Primary Job Challenges

Primary challenges of this position include prioritizing and multitasking a wide variety of job functions and assuring that tasks are completed on time. 

V.  Equipment Operated

Computer and other office equipment such as printers and fax machines 

VI. Key Competencies Required

  • Job Content KnowledgeHas general knowledge of the policies, procedures, and activities of the City and the assigned department as they pertain to the performance of duties relating to the position.  Has general knowledge of secretarial practices as necessary in the completion of daily responsibilities. Has comprehensive knowledge of the terminology, principles, and methods utilized within the department. Is knowledgeable and proficient with computers. Has the ability to type and to record/transcribe dictation accurately and with appropriate speed. 
  • Language Skills: Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.  Ability to write reports, business correspondence, and procedure manuals.  Ability to effectively present information and respond to questions from groups of managers, customers, and the general public. 
  • Mathematical Skills: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.  Ability to apply concepts of basic algebra and geometry. 
  • Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.  In decision making, some choices are known while others may need to be identified.  Some reliance on precedent.  Ability to interpret a variety of complex instructions furnished in written, oral, diagram, or schedule form. 
  • Teamwork:  Develops constructive and cooperative working relationships with others.  Encourages others to express their ideas and opinions.  Provides input into identifying and solving problems.  Anticipates need of others for information about job tasks and work environment and provides it to them in a timely manner.  Willingly assists others with job tasks when appropriate.   

VII. Physical Demands and Work Environment

Physical Demands: Performance of the essential duties of this job requires the incumbent to:                                            

  • Occasionally stand.
  • Occasionally walk.
  • Regularly sit.
  • Regularly use hands to finger, handle, or feel.
  • Regularly reach with hands and arms.              
  • Occasionally stoop, kneel, crouch, or crawl.
  • Regularly talk or hear.
  • Occasionally lift up to 10 pounds.             

Work Environment:  Performance of the essential duties of this job requires:                                                                                                        

The work environment is moderately noisy (examples: business office with computers and printers, light traffic).

Minimum Requirements

 

VIII. Qualifications

Education and Experience: The required knowledge, skill, and abilities to satisfactorily perform job duties are normally acquired through obtaining a one-year certificate from a college or technical school; or one to two years of related experience or an equivalent combination of education and experience. 

 

Expected starting pay: $18.50/hour - $21.76/hour