Administrative Assistant - Parks

Pay Range: $22.95- $24.98/hour

I. Purpose of Job

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

Must be able to work holidays, weekends, and nights during special events/tournaments.

II. Essential Job Duties

A. Office management

• Processes a variety of documentation associated with departmental operations, per established procedures and within designated timeframes; distributes documentation or maintains records as appropriate.
• 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.
• Maintains inventory of department supplies; initiates orders for new or replacement materials.
• Coordinates travel arrangements, accommodations, and other travel-related plans for staff members.
• 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.

• Schedules appointments and maintains calendars for Director and other staff as requested using virtual formats such as Zoom or Microsoft Teams when appropriate.

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.

C. Training

• Internal – bobcat/forklift
• External – TRPA/as it relates to the position

D. Remote Work

• This position is 95% in the Franklin, TN office. Remote work shall apply to 5% which includes but is not limited to seminars and trainings.

III. Other Job Duties

Performs other job duties as assigned, including:

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

IV. Primary Job Challenges

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

V. Equipment Operated

• Computers and other office equipment.

VI. Key Competencies Required

• Job Content Knowledge

Has 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 moves/transports up to 10 pounds.
• Regularly positions self to maintain office area and items needed to complete daily tasks.
• Occasionally move about inside the office/building to access file cabinets, office machinery, the public, etc.
• Must be able to remain in a stationary position 50% of the time.
• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, computer, printer, and telephone.
• Regularly communicates information and ideas so others will understand. Must be able to exchange accurate information in these situations.

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

Minimum Requirements

VIII. Qualifications