What are the responsibilities and job description for the Administrative Assistant II (Senior Center) position at City of Kingsport?
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.
- Performs a variety of secretarial/administrative support work for assigned staff, supervisory and/or management personnel including 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.
- 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; plus, experience equivalent to three years full-time secretarial/office support work OR completion of a post high school education in Office Management or closely related area may substitute for one year required experience.
The City of Kingsport does not discriminate on the basis of race, color, religion, creed, ethnicity, national origin, sex, disability, age, status as a protected veteran, or any other class protected by Federal or State laws and regulations.