Administrative Assistant 1

Description

This position is highly visible and is often the first contact people have with the City. The employee serves as the Administrative Assistant to the Finance Director and provides a broad range of administrative, clerical, and customer service support to the Finance Department, City administration, and the public.
The employee must be able to work with minimal supervision, exercise independent judgment, prioritize competing demands, and handle confidential and sensitive information with discretion.
This is a full-time, non-exempt position that reports directly to the Finance Director.

Examples of Duties

Administrative & Executive Support

• Serves as Administrative Assistant to the Finance Director, providing direct clerical, administrative, and organizational support.
• Uses independent judgment in prioritizing tasks, coordinating schedules, and resolving routine administrative matters.
• Assists the Finance Director with scheduling meetings, maintaining calendars, preparing correspondence, and organizing departmental documents.
• Provides administrative assistance to other departments as directed by the Finance Director.

• Interfaces with the public, elected officials, vendors, auditors, and City employees on a daily basis.
• Serves as primary receptionist for City Hall; answers and directs telephone calls and takes messages.
• Provides general information to the public, including telephone numbers, directions, departmental contacts, and community or City events.
• Retrieves and distributes messages from answering systems and other communication platforms.

• Provides administrative support to the Finance Department, including filing, data entry, document preparation, scanning, copying, and records maintenance.
• Assists with finance-related administrative functions such as accounts payable, accounts receivable, utility billing support, purchase order tracking, or other clerical finance duties as assigned.
• Types, posts, and maintains monthly bank deposit schedules, public notices, announcements, and meeting room schedules.

• Assists with records management and ensures documents are maintained in accordance with applicable retention schedules.
• Maintains copies of newspaper advertisements, public notices, contracts, and other official City publications.
• Maintains departmental and administrative files and records through filing, scanning, copying, data entry, and document organization.

• Schedules reservations for City facilities and meeting rooms and maintains related calendars.
• Maintains meeting room schedules and related information.
• Assists with coordination and scheduling of meetings and other City-related activities.

• Maintains bulletin boards and public-facing informational displays within City Hall.
• Posts and maintains public notices, announcements, and other City information.
• Provides administrative and clerical support necessary for the daily operation of City Hall.

Typical Qualifications

Minimum Qualifications:

• Graduation from an accredited high school
• Previous work experience as an administrative assistant, receptionist, clerical worker, or in a municipal or finance office environment preferred
• Experience providing administrative support to management or department directors preferred
• Must have good oral and written communication skills

• Knowledge of proper telephone etiquette and professional customer service practices
• Knowledge of administrative office procedures and clerical support functions
• Knowledge of basic accounting or finance office procedures preferred
• Knowledge of basic computer applications including word processing, spreadsheets, email, and office software
• Ability to analyze routine administrative problems and implement appropriate solutions
• Ability to use general office equipment such as personal computers, copiers, fax machines, scanners, adding machines, and telephone systems
• Ability to maintain confidentiality and exercise discretion when handling sensitive financial and personnel information
• Ability to deal tactfully and professionally with difficult customers or situations
• Ability to organize tasks, set priorities, and manage multiple responsibilities
• Ability to communicate effectively, both orally and in writing

• Valid driver's license.
• Successful completion of a background investigation.

• Work is performed primarily in a standard office environment.
• Requires prolonged periods of sitting, standing, walking, and computer use.
• Occasionally lifts and carries files or office materials weighing up to 30 pounds.
• Requires the ability to communicate effectively in person, by telephone, and electronically.

Supplemental Information

Equal Employment Opportunity Statement
The City of Spring Hill is an Equal Opportunity Employer and does not discriminate based on race, color, religion, sex, national origin, age, disability, genetic information, veteran status, or any other characteristic protected by applicable federal, state, or local law.

Reasonable Accommodation
The City is committed to providing reasonable accommodations to qualified individuals with disabilities in accordance with the Americans with Disabilities Act (ADA). If you require a reasonable accommodation during the application or selection process, please contact the Human Resources Department at HR@springhilltn.org.

Job Description Disclaimer
This job description is intended to describe the general nature and level of work performed by employees assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. The City reserves the right to assign, modify, or remove duties and responsibilities as operational needs require.

Nothing in this job description creates an express or implied contract of employment. Employment with the City remains at will unless otherwise provided by applicable law or written agreement.

We offer an extensive benefits package:

We offer several medical insurance options for the entire family, and employer paid dental coverage for the employee (with the option to purchase additional coverage for dependents at a minimum cost) and vision insurance that you are eliglible for at the first of the month after your hire date.

We also provide $25,000 in employer paid life insurance, accidental death and dismemberment (AD&D), and employer paid Long Term Disability (LTD). Available for purchase are Short Term Disability (STD) and AFLAC policies (i.e., Critical Illness, Accident, and Life Insurance) for which you are eligible on the first day of the month after 60 days of employment

The City of Spring Hill participates in the Tennessee Consolidated Retirement System (TCRS), a defined benefit plan. In addition to mandatory participation in the pension, we also offer 401(k) and 457(b) retirement options. Like other public employees in Williamson County, our employees can enroll in discounted membership with Williamson County Parks and Recreation, and enjoy using the Longview Recreation facility, as well as any other facility in the system. You will also enjoy 13 paid holidays each year.

Employees earn one day of sick leave each month, which is immediately accessible. You will also earn 2 weeks of vacation during your first year of employment, one of which you can access after a 6-month introductory period, the remaining vacation is accrued monthly.