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Administrative Assistant II (Kingsport Public Library) ID- 11412

Purpose


Performs a variety of general secretarial and administrative/support functions for Building, City Manager, CID, Engineering, Fleet, Human Resources, Legal & Risk Management, Library, MPO, Parks & Recreation, Planning, Police, Purchasing, Senior Center, Cultural Arts, Streets & Sanitation, Transit, and Water/Sewer.

 

Essential Functions


When assigned to Parks & Recreation:

  • Provides administrative support to advisory committee;
  • Assists with preparation of marketing material and publicity, grants and special project materials, and maintains manuals;
  • Manages cash drawers, receipts, and deposit processes.


Applicable to all assignments:

  • Performs a variety of secretarial/administrative support work for assigned staff, supervisory and/or management personnel including takes and screens calls, writes letters, and assists visitors; 
  • Schedules meetings/appointments; 
  • Organizes and maintains files/records, provides follow up of pending issues/concerns; 
  • Composes/types routine letters and other correspondence; 
  • Develops estimate sheets and obtains necessary approvals; 
  • Helps develop division budget and monitors budget status.
  • Prepares and processes purchase orders/requisitions to facilitate the purchasing process for department; 
  • Inventories/orders standard and non-standard office supplies and materials; 
  • Maintains calendars/schedules, makes travel arrangements; 
  • Provides information and assistance to a variety of incoming telephone calls and in person requests; 
  • Enters and retrieves department information from computerized files.
  • Performs research of specific department information or general information; 
  • Compiles a variety of data for administrative and annual operational/budgetary reports; 
  • Formats, and compiles materials for special departmental informational bulletins/brochures;  
  • Maintains departmental payroll records, enters timesheet records of actual hours including leave/overtime; 
  • Performs a variety of routine office support tasks including copying, filing, distribution of mail and updates to manuals.

 

Qualifications

 

Education and Experience


High school graduate or high school equivalent; plus, experience equivalent to three years full-time secretarial/office support work OR completion of a post high school education in Office Management or closely related area may substitute for one year required experience.

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