Administrative Assistant 3 Mayors Office

Back to all Jobs ADMINISTRATIVE ASSISTANT 3 MAYORS OFFICE (Open Positions: 1) Closes On: May 28, 2023 at 11:00 PM CST Location: Mayor, Lebanon, TN 37087 Department: MAYOR Division: City Hall Job Status: Full-Time Shift: 7:30 AM - 4:30 PM Days Worked: Mon., Tue., Wed., Thu., Fri. Hour Per Week: 40 Status: Accepting Applications Apply Now Job Description DESCRIPTION OF POSITION: Reports to Executive Assistant with administrative duties which includes but is not limited to agenda preparation and council minutes, greets visitors, receives callers and determines nature of business, and directs callers and visitors to destination. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following: Greets visitors, ascertains nature of business, and conducts visitors to the appropriate person.

Obtains caller's name. Directs callers to the appropriate destination. Types memos, correspondence, reports, and other documents.

Collects and distributes messages. Data Entry of invoices into Financial Software. Catalog articles for historical reference.

Performs a variety of clerical duties. Cross-train on tasks to provide backup to the Executive Assistance in her absence. Take and transcribe council meetings minutes.

Council meetings are held on the first and third Tuesday evenings of each month. Responsible for Council Meeting Agenda preparation. Assist with Social Media administration to update and maintain the City's social media pages.

Assist with special events that are hosted by The City. Must be available to work evenings, attend council meetings and council work sessions as directed by the Mayor or the Executive Assistant. Other duties as assigned by the Mayor or the Executive Assistant.

REQUIRED KNOWLEDGE, SKLLS AND ABILITIES Ability to read and comprehend simple instructions, short correspondence, and memos. Ability write correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

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. Ability to apply commonsense understanding to carry out detailed written or oral instructions.

Ability to deal with problems involving a few concrete variables in standardized situations. Knowledge of modern office practices, procedures, and equipment. Knowledge of Microsoft Office programs.

Ability to type accurately from plain copy and rough draft. Ability to maintain accurate files. Ability to establish and maintain an effective working relationship with the public and other employees.

Basic Minimum Qualification Requirements EDUCATION - High School Diploma or G.E.D. is required. Associate's Degree in business or related coursework is a plus.

COMPUTER AND SOFTWARE EXPERIENCE - Must possess a high level of proficiency with MS Office, such as Outlook, Word, Excel, PowerPoint. Strong data entry and keyboarding skills required. Expertise utilizing a variety of social media tools is required in order to update and maintain the City's social media pages.

EXPERIENCE - Minimum of 3 years prior Front Office Admin or Administrative Assistant experience in a fast paced office environment is required. DRIVER'S LICENSE - Valid Tennessee Driver's License and clear driving record are required. Physical Requirements While performing the duties of this job, the employee is frequently required to talk or hear.

The employee is also required to stand; walk; sit; use hands to finger, and to handle or feel objects, tools, or controls. Visual acuity is required for preparing and analyzing written or computer data, visual inspection involving small defects and/or small parts, use of measuring devices, determining the accuracy and thoroughness of work and observing general surroundings and activities. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

The employee must occasionally lift and/or move up to 25 pounds or more. It shall be the responsibility of the City of Lebanon to assess the type(s) of reasonable accommodations which may be necessary to allow the individual to perform the essential functions of this position and to provide such necessary reasonable accommodations to a qualified individual with a disability, provided that nothing herein shall be construed to require the provision of reasonable accommodations if doing so will impose an undue hardship on the employing agency or a direct threat to the safety of himself/herself or others. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

This job is performed generally in an office environment using general office equipment. The noise level in the work environment is usually quiet. Attendance at council meetings, work sessions and other meetings may be required, as directed by the Mayoral Assistant.

Additional Information Starting pay ranges from $18.40 to $20.86 per hour or $38,272 to $43,388 annualized. The starting wage rate will be dependent upon prior experience, education and qualifications. Position is hourly, non-exempt for purposes of DOL Wage and Hour.

A Cost of Living Adjustment (COLA) is planned for July 2023 that will increase this rate and further details will be provided to candidates who are selected for interviews. Employment is probationary for first six months of employment with the City. The City of Lebanon provides its full time employees with an excellent benefits package!

Full Time City Employees receive 14 paid holidays and 18 PTO days the first year (23 PTO days after the first year and this increases every 5 years after) and health, dental, vision, life and disability PLUS a generous pension/401k hybrid retirement package through Tennessee Consolidated Retirement Systems (TCRS).