Administrative Assistant 1

This position is highly visible and is often the first contact people have with the City. The employee serves as the Administrative Assistant to the Finance Director and provides a broad range of administrative, clerical, and customer service support to the Finance Department, City administration, and the public.

The employee must be able to work with minimal supervision, exercise independent judgment, prioritize competing demands, and handle confidential and sensitive information with discretion.

This is a full-time, non-exempt position that reports directly to the Finance Director.

• Serves as Administrative Assistant to the Finance Director, providing direct clerical, administrative, and organizational support
• Interfaces with the public, elected officials, vendors, auditors, and City employees on a daily basis
• Serves as primary receptionist for City Hall; answers and directs telephone calls, and takes messages
• Provides general information to the public including telephone numbers, directions, departmental contacts, and community or City events
• Uses independent judgment in prioritizing tasks, coordinating schedules, and resolving routine administrative matters
• Provides administrative support to the Finance Department, including filing, data entry, document preparation, scanning, copying, and records maintenance
• Assists the Finance Director with scheduling meetings, maintaining calendars, preparing correspondence, and organizing departmental documents
• Assists with finance-related administrative functions such as accounts payable, accounts receivable, utility billing support, purchase order tracking, or other clerical finance duties as assigned
• Types, posts, and maintains monthly bank deposit schedules, public notices, announcements, and meeting room schedules
• Maintains bulletin boards and public-facing informational displays within City Hall
• Maintains copies of newspaper advertisements, public notices, contracts, and other official City publications
• Retrieves and distributes messages from answering systems and other communication platforms
• Schedules reservations for City facilities and meeting rooms and maintains related calendars
• Assists with records management and ensures documents are maintained in accordance with applicable retention schedules
• Provides administrative assistance to other departments as directed by the Finance Director
• Performs related work as required

REQUIRED KNOWLEDGE AND ABILITIES

• Knowledge of proper telephone etiquette and professional customer service practices
• Knowledge of administrative office procedures and clerical support functions
• Knowledge of basic accounting or finance office procedures preferred
• Knowledge of basic computer applications including word processing, spreadsheets, email, and office software
• Ability to analyze routine administrative problems and implement appropriate solutions
• Ability to use general office equipment such as personal computers, copiers, fax machines, scanners, adding machines, and telephone systems
• Ability to maintain confidentiality and exercise discretion when handling sensitive financial and personnel information
• Ability to deal tactfully and professionally with difficult customers or situations
• Ability to organize tasks, set priorities, and manage multiple responsibilities
• Ability to communicate effectively, both orally and in writing

EQUIPMENT / JOB LOCATION

The employee will operate standard office equipment including a personal computer, adding machine, copier, fax, scanner, telephone system, camera, VCR, and other office equipment as needed. The employee will work primarily indoors and may be required to lift objects weighing up to 30 pounds.

EDUCATION AND EXPERIENCE

• Graduation from an accredited high school
• Previous work experience as an administrative assistant, receptionist, clerical worker, or in a municipal or finance office environment preferred
• Experience providing administrative support to management or department directors preferred
• Must have good oral and written communication skills

EQUAL EMPLOYMENT OPPORTUNITY STATEMENT

The City of Spring Hill is an Equal Opportunity Employer. We do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, genetic information, or any other characteristic protected by law. If you need assistance or accommodation due to a disability, please email Kelly Tenace, HR Director at ....