Administrative Support Specialist

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FLSA Status: This is a non-exempt position

Work Schedule: 7:00 am to 3:30 pm Monday - Friday .

Schedules vary based on areas of assignments and projects

Location: 455 Moccasin Bend Road Chattanooga, TN 37405

SUMMARY:

Incumbents in this classification are responsible for providing legal, technical and/or administrative support for a department or senior manager. Assists department staff on special projects. Duties include preparing documents, reports and other information for courts, board meetings, public hearings or other public review. Researches and gathers information and statistics to prepare documents and reports; primary accountability for various reporting activities, such as department budget, accounts payable/receivable, and payroll.

Requires extensive knowledge of the department, City and their systems. Work is performed with limited supervision.

ESSENTIAL FUNCTIONS:

(The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.)

• May serve as a lead to lower level staff which includes prioritizing and assigning work; training staff on work methods and procedures and/or performing other related activities.
• Provides complex, specialized administrative and technical support for a department in processing time sheets, preparing personnel change forms, maintaining department files and information, maintaining calendars of events, meetings, deadlines, preparing and publishing legally required notices, and/or other related documents.
• Prepares, processes, receives, sorts and distributes a variety of reports, lists, statistical data, correspondence, exams, packets, payments, job costing data, credit card billings, payroll information, receipts, purchase orders, requisitions, travel requests, expense reports, invoices, collections, check requests, deliveries, and/or other related information.
• Creates a variety of written business documents which may include correspondence, reports, memos, notices, forms, contracts, ordinances, resolutions, warrants, bids, work orders, notices, certificates, schedules, meeting agendas and minutes, and/or other related materials.
• Prepares presentation materials. Coordinates or processes administrative activities of assigned programs or functions including serving as liaison to the general public in explaining department operations and providing general assistance, handling routine or specialized department functions or problems, and referring complex or difficult issues.
• Provides administrative support which includes preparing and proofing reports, forms and correspondence; updating internal manuals; monitoring the accuracy and implementation of applicable website and related updates; making travel arrangements; maintaining calendars; overseeing and maintaining office filing system; prescreening mail; answering and monitoring phones; taking and transmitting messages and/or performing other related duties.
• Maintains a variety of contact lists, resource lists, logs, maps, calendars, deadline dates, meeting dates, and/or other related items.
• Prepares for staff, City Council, Board and/or Commission meetings and/or special events which includes preparing meeting agendas and packets; publicizing meetings; recording meeting activities; transcribing and disseminating meeting minutes; scheduling; preparing and disseminating invitations, meeting announcements, legal ads and public notices; coordinating and assembling applicable materials; setting up rooms; ordering meals and snacks; receiving attendance confirmations and/or performing other related activities.
• Responds to routine and sensitive requests for information and assistance; provides information regarding applicable rules, policies and regulations; researches and resolves concerns and complaints from internal and external customers; refers inquiries as appropriate.
• Maintains appropriate inventory levels within the assigned area of responsibility.
  Requisition s supplies to ensure availability in support of efficient departmental operations. Participates in monitoring departmental budgets and processing and maintaining related documents and records.
• Coordinates and processes purchasing requests for equipment, materials, parts, supplies, services and/or other applicable items.
• Organizes and maintains files, including creating and maintaining confidential department/employee files; files documents alphabetically, numerically or by other prescribed methods.
• Participates in developing, preparing and tracking a variety of fiscal documents and information which may include budgets, contracts, grants, credit card purchases, petty cash, expenditures, deposits, cash sales and/or other…