Careers

Administrative Support Specialist

Department: Chattanooga-Hamilton County Air Pollution Control Bureau

Salary: $34,767.00 – $52,151.00 Annually

Work Hours: Monday – Friday, 8:00 A.M. – 4:30 P.M. (ET)

Location: 6125 Preservation Drive, Suite 140, Chattanooga, TN 37416-3740

Job Posting Dates:
Opens: 5/25/23
Closes: 6/16/23 (Applications must be submitted by 4:30 p.m.)

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

SERIES LEVEL: The Administrative Support Specialist is the third level of a five level administrative support series.

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.

May prepare 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.

May prepare for staff, Board, City Council, 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 assigned area of responsibility.

May requisition supplies to ensure availability in support of efficient departmental operations.

Participates in monitoring departmental budgets and processing and maintaining related documents and records.

May coordinate and process 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, expenditures, deposits, cash sales and/or other related items.

Assists in designing and maintaining web page(s) in assigned area of responsibility.

Participates in the implementation of new software applications; trains users on utilizing software.

Performs a variety of research related to assigned area of responsibility; compiles findings and makes recommendations based on findings. 

May provide Notary Public services. 

Performs other duties as assigned. 

Legal Functions:
Drafts/prepares and processes legal documents such as summonses, complaints, motions, pleadings, contracts, ordinances, resolutions, opinions, exhibits and related materials.

Researches legal publications, databases and public records and compiles information to draft documents.

Compiles, finalizes and files legal documents with various courts in accordance with established procedures.

Organizes, manages and maintains legal files and documents in accordance with accepted legal practices.

May be required to use, carry and answer their cell phone as determined by their job duties and the department head.

Performs other duties as assigned.

DEPARTMENT SPECIFIC DUTIES:

Enters information into applicable databases and/or other programs to collect and maintain records and information in assigned area of responsibility.

Responsible for invoicing customers and accounts receivables for the Bureau.

Works with the public, and covers front desk duties, when needed.  Interacts with customers, both in person and on the phone.

Assists in updating and disseminating daily Air Quality Report information and other public information, as needed.

MINIMUM QUALIFICATIONS:

High School Diploma or GED and depending on area of assignment:
Three (3) years of related progressively responsible office support experience utilizing word processing, spreadsheet, and other personal computer software related to the efficient provision of administrative support services in the assigned area; OR

One (1) year of office support experience and two (2) years of experience drafting/preparing legal documents, researching legal databases and filing documents with the courts; as well as skill in using word processing and spreadsheet software to prepare documents and reports; OR

Three (3) years equivalent experience/training sufficient to successfully perform the essential functions of this job.

LICENSING AND CERTIFICATIONS: None

SUPPLEMENTAL INFORMATION:
Knowledge of principles and practices in assigned area of responsibility; customer service principles; English language, grammar, and punctuation; modern office procedures, methods and equipment; meeting and/or special event scheduling techniques; legal terminology, procedures and documents; applicable Federal, State and Local laws, ordinances, codes, rules, regulations, policies and procedures; basic report preparation techniques; record keeping principles; keyboarding techniques; mathematical principles and filing principles and practices. Skill in prioritizing and assigning work; using computers and related software applications; providing customer service; filing; composing a variety of business correspondence; preparing legal forms and documents; performing mathematical calculations including standard statistical calculations; reading and interpreting specialized data and information in assigned area of responsibility; scheduling and coordinating special events and meetings; keyboarding; using modem office equipment; transcribing dictation and meeting minutes; interpreting and applying applicable laws, ordinances, codes, rules, regulations, policies and procedures; processing and reconciling financial documents and information; preparing and proofreading a variety of routine reports and/or documents; maintaining confidentiality; maintaining records and files and communication and interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.

PHYSICAL DEMANDS: Positions in this class typically require reaching, fingering, grasping, talking, hearing, seeing and repetitive motions.

WORK ENVIRONMENT: Light Work: Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently and/or negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work.

SPECIAL REQUIREMENTS:

Safety Sensitive: Depends upon area of assignment

Department of Transportation – CDL: N

Child Sensitive: N

The Chattanooga-Hamilton County Air Pollution Control Board is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the Board will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations.