Administrative Associate II - Electric Department in Oak Ridge at City of Oak Ridge TN
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City of Oak Ridge TN
Oak Ridge, 37830
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Job Description
Position Summary
This position performs daily administrative support activities for the assigned Department; and provides responsive, courteous, and efficient customer service in support of departmental operations.
Essential Functions
- Prepares, posts, distributes and tracks computerized agenda documents, information packets and public notices.
- Provides administrative support for meetings; records, transcribes, and distributes meeting minutes.
- Provides customer service to internal and external customers; greets, receives and screens visitors and customers; addresses and resolves customer questions as able and refers complex inquiries, requests, or complaints to appropriate staff.
- Assists and provides backup for other departmental employees when necessary; covers other areas within the department due to employee absence or heavy work volume.
- Picks up, sorts, copies, and distributes a variety of correspondence, deliveries, and mail; opens, logs, and routes office mail; sorts and prepares outgoing mail and documents for pickup; retrieves, delivers, and sends faxes.
- Composes routine correspondence; proofreads and edits; enters, scans, updates, and maintains information in spreadsheets, databases, and reports.
- Creates and maintains a department filing and record system.
- Enters and verifies payroll for department employees. Maintains and processes overtime, monitors special pays, vacation and annual leave related schedules, and reports. Submits reimbursement requests.
- Prepares and processes requisitions, invoices, payment vouchers, bills, and verifies any accounting records. Tracks and prepares purchase orders; reviews invoices and submits to Director for approval of payment; notifies of discrepancies; codes to appropriate funds; enters required information into financial software; maintains active account files.
- Maintains staff certification and license records.
- Updates and maintains electronic and paper databases, files, forms and records.
- Prepares and maintains employee scheduling.
- Assists in the coordination of department programs.
- Maintains department social media presence in accordance with City protocols.
- Gathers information for Open Record Requests as assigned.
Knowledge, Skills, and Abilities
- Ability to maintain a positive, polite and professional attitude when dealing with public at all times.
- Ability to perform detailed work accurately and independently in compliance with stringent time limits with minimal direction and supervision.
- Ability to prioritize duties to accomplish a high volume of work product while adapting to constant changes in priority.
- Ability to maintain accurate and legible notes.
- Knowledge of City policies, procedures and practices.
- Knowledge of local government organization and its departmental operating requirements.
- Ability to establish and maintain effective working relationships with others.
- Knowledge of the use of a multi-line telephone system.
- Ability to operate standard office equipment and perform word processing and/or data entry.
- General knowledge of current office practices and procedures and knowledge of the operation of standard office equipment and software.
- Ability to work the allocated hours of the position.
Required Education, Experience, Licensing, and Certifications
- High School Diploma/ equivalent and two (2) years administrative support experience, inclusive of customer service support; or Associates Degree in business or office management and one (1) year administrative support experience.
- Must possess State of Tennessee Driver’s license.
- Department required certifications will vary.
Exempt : No
Type : FT Employee
Department : Electric Department
Location : DEFAULT
https://www.oakridgetn.gov/DocumentCenter/View/2139/Administrative-Associate-II
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Job Location
Oak Ridge, 37830
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