Administrative Assistant

Starting Salary Range: $54,888 - $59,731/Annually

$26.39-$28.72/Hourly

the link below for Benefits Information:

City of Franklin Benefits Guide

I. Purpose of Job

Under general supervision, performs administrative/secretarial duties for the Streets Department which includes organizing department work, processing/maintaining documentation, monitoring department budget, providing customer service support, managing record requests, reconciliation of monthly purchasing as well as general office support to ensure efficient operation of the department.

II. Essential Job Duties

A. General Office Support

• Answers multi-line telephone; provides information and assistance; takes and relays messages and/or directs calls to appropriate personnel; returns calls as necessary.
• Responds to and/or forwards emails to appropriate parties.
• Trains new hires on computer use/basic familiarization with the programs as Needed.
• Enters Help Star for IT/Facilities support.
• Performs routine maintenance on office equipment.
• Receives, sorts, and opens mail.
• Maintains files.
• Composes, edits and posts notices on employee bulletin board.
• Receives and signs for incoming packages.
• Assists citizens and other visitors as needed.

B. Administrative Duties

• Enters service requests into system.
• Initiates work orders/service requests and enters into system.
• Closes out completed work orders/service requests adding time and expenses.
• Distributes documentation according to procedures.
• Responsible for uniform inventory, ordering and distribution.
• Maintains safety supply inventory and orders when necessary.
• Reconciles account statements and invoices to purchase and delivery receipts.
• Uploads receipts and codes purchases in banking system.
• Schedule appointments and meetings as requested
• Reviews hours worked entries and correct as needed; consults supervisors as needed.
• Enters employees leave requests as needed.
• Approves biweekly payroll for processing as needed.

C. Recordkeeping and Reporting

• Maintains spreadsheets containing expenses for sidewalk, curb, gutter, and paving program; provides expense information as requested.
• Creates and distributes road work and closure notices to department staff and other City departments.
• Upon request, research human resources policies, City ordinances, to locate information and report findings.

D. Department User Support

• Provides intermediate to advanced level technical support, assists users with troubleshooting issues; instructs users as needed to effectively use system.
• Assist and/or administer the department website.
• Provides inter-departmental training and communication.

III. Primary Job Challenges

Primary challenges of this position include prioritizing workflow and time management.

IV. Equipment Operated

General office equipment including computers, copiers, printers, fax machines, and multiline telephone.

V. 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. Knows how to keep abreast of any changes in policy, methods, computer operations, equipment needs and policies, etc. as they pertain to departmental operations and activities. Has comprehensive knowledge of the terminology, principles, and methods utilized within the department. Is knowledgeable and proficient with computers. Type and record/transcribe dictation accurately and with appropriate speed.

• Language Skills:

Read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents. Respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Write speeches and articles for publication that conform to prescribed style and format. Effectively present information to top management, public groups, and/or boards of directors.

• Mathematical Skills:

Add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Compute rate, ratio, and percent and to draw and interpret bar graphs.

• Reasoning Ability:

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. 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.

VI. Physical Demands & Work Environment

Physical Demands: Performance of the essential duties of this job requires the incumbent to:

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

Work Environment:

The work environment is moderately noisy (examples: business office with computers and printers, light traffic)

Minimum Requirements

VIII. Qualifications

Education and Experience: The required knowledge, skill, and abilities to satisfactorily perform job duties are normally acquired through attainment of a one year certificate in office administration from college or technical school, plus three to four years of office related experience and/or training; or equivalent combination of education and experience.

Required Certifications/Licenses: None