Job Description
Wilson County, Tennessee
Classification Specification
| CLASSIFICATION TITLE: | ADMINISTRATIVE ASSISTANT I
Wilson County CVB – Full Time |
| FLSA STATUS: | NON-EXEMPT |
Salary = $19.57 - $22.48 per hour, depending on qualifications PURPOSE OF CLASSIFICATION
The purpose of this classification is to perform administrative/secretarial work associated with providing administrative support and processing information/documentation relating to an assigned department/division. Duties and responsibilities include greeting visitors and answering telephone calls, providing customer service, preparing or processing various department documentation, invoicing and budget reporting, coordinating meetings, conducting research, maintaining records, performing data entry, and performing tasks specific to assigned department/division. Supervisory relationships are reported in the “assignment to” sections.
ESSENTIAL FUNCTIONS The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned. Provides secretarial/clerical support for the assigned department; processes a variety of documentation associated with department operations, within designated timeframes and per established procedures.
Acts as liaison with other departments/divisions, state/local agencies, professional individuals/groups, the public or other individuals/agencies in matters pertaining to department programs or operations; coordinates communications and conveys information among division/department personnel.
Performs reception functions; answers telephone calls and greets visitors; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; initiates and returns calls as necessary.
Performs customer service functions; provides information/assistance regarding department services, activities, procedures, fees, or other issues; distributes forms/documentation as requested; responds to routine questions, complaints or requests for service; initiates problem resolution.
Plans and coordinates arrangements for meetings of various boards, committees, or other groups/individuals; attends meetings as required; records and transcribes meeting minutes; prepares and distributes meeting notices, agendas, minutes, packets or other meeting materials; maintains records; coordinates scheduling and setup of meeting rooms for various meetings/activities.
Gathers various information, data, reports, and/or files as requested; compiles statistical data relating to department programs or operations and makes applicable calculations; prepares/generates reports for submission to department managers and/or to outside agencies; maintains records.
Monitors inventory of department equipment, forms, or supplies; ensures availability of adequate materials to conduct work activities; initiates requests/orders for new or replacement supplies.
Processes incoming/outgoing mail; sorts, organizes, opens, and/or distributes incoming mail; signs for incoming packages; assembles materials for large mail-outs; prepares outgoing mail for pickup.
Types, drafts, prepares, or completes various forms, reports, correspondence, lists, purchase orders, work orders, meeting minutes, legal notices, charts, graphs, or other documents.
Receives various forms, reports, correspondence, invoices, inventory records, policies, procedures, maps, manuals, directories, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate.
Operates a computer to enter, retrieve, review or modify data; performs data entry functions by keying data into computer; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database, email, or other programs; performs basic maintenance of computer system and office equipment, such as backing up data or replacing paper, ink, or toner; coordinates service/repair activities as needed.
Maintains file system of department files/records; prepares and sets up files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files; s hreds/destroys confidential or obsolete documents.
Conducts research functions as needed.
Performs general/clerical tasks, which may include making copies, sending/receiving faxes, filing documentation, or updating department manuals/documentation.
Communicates with supervisor, employees, other departments, vendors, customers, law enforcement personnel, court personnel, inmates, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
Maintains confidentiality of departmental documentation and issues.
ADDITIONAL FUNCTIONS May maintain personnel records as needed; may review timesheets or timecards for accuracy and completeness; verifies calculations, and researches discrepancies; enters payroll data into computer; forwards payroll documents for payment; distributes paychecks.
Processes work order requests as needed; receives work order requests and routes requests to appropriate person; monitors status of outstanding work; maintains records.
Notarizes documents as needed.
Performs basic cleaning/housekeeping tasks associated with maintaining work area.
Provides assistance or backup coverage to other employees or departments as needed.
Performs other related duties as required.
MINIMUM QUALIFICATIONS High school diploma or GED; supplemented by two (2) years previous experience and/or training involving secretarial work, office administration, basic bookkeeping, customer service, record management, personal computer operations, and training/experience in area of assignment; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. May require possession and maintenance of valid State of Tennessee Notary Public certification. Must possess and maintain a valid Tennessee Driver’s License.
PERFORMANCE APTITUDES Data Utilization : Requires the ability to calculate and/or tabulate data. Include performing subsequent actions in relation to these computational operations.
Human Interaction : Requires the ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.
Equipment, Machinery, Tools, and Materials Utilization : Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
Verbal Aptitude : Requires the ability to utilize a wide variety of reference and descriptive data and information.
Mathematical Aptitude : Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
Functional Reasoning : Requires the ability to carry out instructions furnished in written, oral, or diagrammatic form. Involve semi-routine standardized work with some latitude for independent judgment concerning choices of action.
Situational Reasoning : Requires the ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.
ADA COMPLIANCE/PHYSICAL DEMANDS ANALYSIS Physical Ability : Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station.
Sensory Requirements : Some tasks require the ability to perceive and discriminate visual cues or signals. Some tasks require the ability to communicate orally.
Environmental Factors : Essential functions are regularly performed without exposure to adverse environmental conditions.
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Wilson County, Tennessee, is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
Job Tags
Hourly pay, Full time, Work at office, Local area,