Executive Assistant - PARKS Job at City of Franklin in Franklin

Description

Starting Pay Range: $25.82- $28.10

Please click the link for Benefits Information:

https://acrobat.adobe.com/id/urn:aaid:sc:VA6C2:34d21d2d-dac4-4e7e-ba13-bcf745571b8f

I. Purpose of Job

Provides clerical and administrative support to the Parks Director and Assistant Director. Serves as a primary point of contact for both internal and external constituencies, assists and represents the Parks Director & Assistant Director in communicating with constituents, and handles multiple incoming issues and concerns addressed to the Parks Administration, as they arise.

Must be able to work holidays, weekends, and nights during meetings, special events/tournaments on occasion throughout the year.

II. Essential Job Duties

A. Provides Customer Service

• Receives citizen inquiries or complaints; resolves routine problems; forwards more complicated issues to supervisor or other staff members; responds to sensitive requests for information that may involve confidential matters.
• Provides assistance in the understanding and interpretation of City policies and procedures as appropriate.
• Advises Parks Director & Assistant Director of priority items awaiting action; serves as high level aide to Parks Director.
• Briefs all Parks supervisors of upcoming events and related topics throughout the City or parks system if applicable.
• Responsible for all Administrative Assistant positions customer service training within the department.

B. Provides 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.
• Prepares and composes written documents and correspondence requiring independent judgment in handling format, procedure, and context. Reviews own work for accuracy and completeness.
• Maintains appointment calendars for Parks Director & Assistant Director; makes travel arrangements.
• Files various documents; maintains files.
• Schedules appointments and maintains calendars for Director and other staff as requested using virtual formats such as Zoom or Microsoft Teams when appropriate.
• Oversees the inventory of department supplies; initiates orders for new or replacement materials.
• Delegates specific administrative duties to all Administrative Assistants with covering quarterly meetings to discuss any updates, improvements, and changes of general office support.

C. Plans and Coordinates Events

• Plans logistics for meeting and events.
• Sets up meeting area and arranges for refreshments.
• Engages all Administrative Assistants

E. Administers Accounts Payable & Payroll

• Monitors and approves employee time-keeping records for All Parks Department employees. Reviews time sheets for accuracy and completeness by Administrative Assistants within the department.
• Maintains records of employee vacation time, sick time, comp time, overtime, and leave requests; makes appropriate calculations; forwards payroll documentation as appropriate.

• Creates purchase orders and enters in system; may apply routine coding.
• Reconciles account statements or invoices to purchase or delivery receipts and purchase orders, codes invoices.
• 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.
• Supervises Administrative Assistants in all areas listed within this section and delegates tasks based on workload capacity for each individual.

1. 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.

1. Training

• Internal - Supervisor Training; Departmental Purchasing Agent Meetings.
• External - TN Recreation Parks Association as it relates to the position

III. Other Job Duties

• Attends leadership and Parks community events as requested
• Performs other job duties as assigned.
• Schedule meetings, provide minutes and assistance staff during regularly scheduled Tree Commission meetings.

IV. Primary Job Challenges

Primary challenges of this position include problem solving multiple issues and concerns and dealing tactfully with the public and staff.

V. Equipment Operated

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

VI. Key Competencies Required

• Job Content Knowledge: Ability to organize, prioritize, and schedule work assignments. Able to analyze situations carefully and adopt effective courses of action. Ability to maintain strict confidentiality. Knowledge of City rules, regulations, policies, and procedures. Has considerable knowledge of Federal, State, and local laws, regulations, and policies applicable to structure, functions, programs, and practices in conducting public services through City government.

Knowledge of the workings of a Council/Manager form of government.

Understands the organization and operation of the City and of outside agencies.

Able to establish and maintain effective working relationships with City, County, and State officials, City staff, and the general public.

Ability to handle multiple interruptions and adjustments to priorities

Ability to follow through on a series of steps for multiple ongoing project coordination with a variety of individuals.

Knowledge of office management principles and procedures

Knows how to keep abreast of any changes in policy, methods, computer operations, equipment needs, etc.

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

• 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:

• Must be able to 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 from college or technical school plus four to six years of public administration experience; or an equivalent combination of education and experience.

Required Certifications/Licenses:

None