Administrative Specialist II

The City of Johnson City, Tennessee is accepting online applications for an Administrative Specialist II with the Public Works Department. The employee performs advanced clerical work in the area of accounting and administrative work providing highly responsible office support for department. A variety of reports are maintained by employees in this position, and a high degree of accuracy is required; performs related duties as required. Work in this class involves the use of accounting principles and methods. Employees in this class have the responsibility of verifying accuracy in all pertinent data and documentation. Employees in this position have the responsibility of correcting errors or initiating adjustments that may be recognized as necessary after processing. New employees in this position may be closely supervised in the initial training period until it is ascertained they can function efficiently and independently with limited supervision. Observance of timeframes and deadlines is of particular importance.

Essential Functions of Position:

• generates correspondence, memos, agendas, minutes, permits, orders, requisitions, drafts, ordinances, documents, reports, claim forms, manuals, assist in the preparation of the annual budgets, news releases, and other relevant materials;
• transcribes and types memoranda, letters, reports, etc.;
• compiles, prepares, and may be responsible for distributing daily/weekly/monthly/annual reports, news releases, invoices, public service announcements, and other relevant materials;
• takes telephone inquiries and complaints, ascertaining the nature of the call, and directing it to the appropriate division personnel or resolves personally;
• arranges scheduling for meetings, interviews, travel, equipment repair and service, and company functions;
• creates, manages, and updates filing system(s);
• sorts, distributes, and coordinates incoming and outgoing mail;
• prepares/processes invoices, requisitions, employee payroll, purchase orders, and evaluations;
• performs a variety of essential record keeping duties;
• creates and updates company manuals/brochures/forms;
• orders and maintains office supply inventory as well as ordering materials and supplies for other divisions of the departments when instructed;
• ensures necessary copies of pertinent documents are made;
• receives and reviews various reports, plans, and applications for the purpose of verifying accuracy;
• acts as liaison between supervisor and outside agencies, gathering and relaying information as needed;
• may assume supervisory role in the absence of supervisor;
• may provide switchboard relief; may supervise interns;
• may assist or directly plan, organize and implement special events and projects (i.e. city dinners, grand openings, etc.);
• operates standard office equipment (i.e. computers, copiers, facsimile machines, telephone systems, calculators, etc.);
• dispatches information and requests to department or division employees;
• performs related tasks as required.

Other functions of position:

• communicates with vendors via telephone/in person
• keep track of all of the provision of service contracts for the contractual instructors;
• timekeeper for department employees throughout payroll period;
• prepare and maintain financial records;
• administrator of the front desk;
• performs research of data pertaining to departmental programs, expenditures;
• performs additional functions at the direction of supervisor;

Required Knowledge, Skills and Abilities: General knowledge of basic accounting principles; through knowledge of office methods, procedures, and equipment operations; ability to be decisive in routine as well as non-routine problem solving in accordance with laws, ordinances, and regulations; ability to apply departmental policy in routine work situations; ability to maintain accurate accounting records and generate reports through use of accounting procedures; ability to establish and maintain effective working relationships with fellow employees as well as the general public; knowledge of filing principles; manual dexterity required for the efficient use of office equipment such as keyboards, facsimile machines, etc.; thorough knowledge of excel application software; general knowledge of access database software; able to sit for extended periods of time while at work station or desk; willingness and ability to deal tactfully, courteously and patiently with citizens; willingness and ability to follow and perform assigned instructions and tasks.

Acceptable Experience and Training: Minimum high school diploma or equivalent; supplemental business courses at the college level in accounting techniques, customer and public relations/service, computers, and office management; must demonstrate proficiency in typing and secretarial skills, word-processing, operation of various office machines, and oral and written communication skills; a minimum of three (3) years' work experience in related duties or position or any equivalent combination of work experience and education. Pre-employment physical, and background check required.

EEO/AA