Administrative Assistant in Mt. Juliet, Tennessee at City Of Mt Juliet

JOB TITLE: Finance -Administrative Assistant FLSA: Non-Exempt

JOB GROUP: Finance SAFETY SENSITIVE: No

Department: Finance

Job description statements are intended to describe the general nature and level of work being performed by employees assigned to this job title. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required.

GENERAL SUMMARY

To provide a wide variety of highly responsible, complex clerical and administrative duties; to provide professional, effective and efficient public service assistance to the public in person, by phone or, computer communication; and, to provide administrative assistance and support to the Finance Department.

SUPERVISION

General supervision is provided by the Finance Director.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Adhere and comply with the City of Mt. Juliet Personnel Policy and Procedure Manual.

2. Receptionist for the City of Mt. Juliet, answer calls in a professional manner and answer a variety of questions from phone calls, foot traffic and email. Customer service for the public and employees.

3. Provide skilled and responsible confidential administrative support to the Finance Director, and other City management officials; present a professional appearance and attitude, provide training and direction to other support staff as needed.

4. Ordering office supplies for all departments to ensure cost effectiveness while adhering to each departmental budget and following cities purchasing policy.

5. Reserves conference rooms at City Hall as requested.

6. Assists in responding to questions requiring knowledge of the City’s policies and procedures; and public records requests.

7. Prepare and maintain a variety of files and filing systems; assist Finance department personnel with filing as needed; scan documents and maintain electronic files; prepare, maintain, and update various records and reports; research and verify information as requested; purge files as appropriate per the City of Mt. Juliet Records Retention Policy.

8. Prepare materials and correspondence for distribution within the City and to other related external businesses and governmental agencies as needed.

9. Screen and direct calls and visitors as appropriate; schedule travel arrangement, reservations, daily operations, or meetings as assigned.

10. Prepares bills to be paid and maintains proper accounting procedures.

11. Issues Purchase Orders (P.O.’s) for the Finance department and provides back-up for Property Tax/Business Tax. This includes access and use of the accounting software.

12. Prepares surplus property reports for upload and monitors sales on auction website.

13. Collects and accounts for payments made to the City including but not limited to beer and liquor taxes, hotel/motel tax payments, insurance recoveries, rent payments, charges for staff time etc.

14. Disburses, receipts and balances petty cash funds for miscellaneous small purchases.

15. Works with contract cleaning crew on ordering supplies and liaison between them and city staff on a variety of cleaning issues. Works with other contract companies to schedule needed repairs.

OTHER DUTIES AND RESPONSIBILITIES

1. May participate in a variety of activities involving travel between various City facilities and to other related external business and government agencies.
2. Assist in the preparation and administration of the annual budget.
3. Prepare and maintain personal computer applications for special projects utilizing City software.
4. Maintain continuing education hours as required for position.
5. Assist the City Manager and other management staff as assigned.
6. Act as a notary public.
7. Prepare and post bids for various departments.
8. Pick up and distribute mail and take deposits to bank.
9. Perform other duties as assigned

MINIMUM JOB REQUIREMENTS

EDUCATION

Minimum: High School diploma with a preference for an associate’s degree.

EXPERIENCE

Three to five years of progressively responsible related experience in an administrative assistant or executive clerical position.

LICENSES AND CERTIFICATES

Possession of a valid Tennessee driver’s license

KNOWLEDGE, SKILLS AND ABILITIES

KNOWLEDGE OF:

- Organizational and management practices as applied to the analysis and evaluation of programs, policies, and operational needs.

- Modern office procedures, methods, equipment including computers and associated equipment

- Various types of software packages and applications including Microsoft Office and Excel

- English usage, spelling, grammar, and punctuation

- Business letter writing and report preparation

- Principles and procedures of record keeping

- Local ordinances as they apply to general inquiries from the public

SKILL IN:

- Typing various reports and correspondence

- Managing multiple responsibilities while prioritizing competing demands to meet deadlines

- Operating various types of office equipment including computers, fax machines, photocopiers, etc.

- Transcribing various information

ABILITY TO:

- Tactfully respond to requests and inquiries from the public and co-workers

- Able to handle multiple tasks at one time while maintaining a calm and pleasant demeanor.

- Research a variety of information

- Discreetly handle confidential information

- Accurately communicate clearly and concisely, both orally and in writing

- Establish and maintain effective working relationships with those contacted in the course of work

- Pass medical physical examination and drug test

- Meet the City’s driving standards

PHYSICAL REQUIREMENTS / WORK ENVIRONMENT

Maintain effective audio-visual distinction and perception needed for

• Making observations

• Reading and writing

• Communicating with others

Maintain physical condition appropriate to the performance of assigned duties and responsibilities that may include the following.

• Standing or sitting for extended periods of time

• Bending, stooping, twisting and Lifting

• Occasionally bending and carrying objects weighing up to 25 lbs.

The City of Mt. Juliet is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. Signatures below indicate the receipt and review of the classification description by the employee assigned to the position and the immediate supervisor.