CITY OF FRANKLIN

Job Description

Job Title: Administrative/Project Assistant

Department: Administration

Reports To: Director of Administration

Salary Level: 1415

FLSA Status: Non-Exempt

Prepared By: Dana Zahn, Human Resources Coordinator

Prepared Date: February 27, 2003October 13, 2006

Approved By: Resolution 2003-55172006-

Approved Date: April 15, 2003October 17, 2006

GENERAL PURPOSE

Provide administrative and confidential secretarial services to the Director in the operation of the department.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Compose, type, and edit a variety of correspondence, reports, memoranda, and other documents.

Compiles data and assists with the yearly renewal of the City liability/property/auto insurance policies and processes all related insurance claims.

Compiles applications, collects service and performance data and processes reimbursement claims related to the Community Development Block Grants.

Researches, compiles, and analyzes information for and assists in preparation and execution of special projects and strategic and operational planning initiatives as assigned by the Director of Administration.

Act as custodian of departmental documents and records.

Establish and maintain filing systems, and control records and indexes.

Maintain meeting calendar and scheduling, for Director of Administration.

Assists in implementation and coordination of employee programs, including but not limited to training exercises, volunteer efforts, and wellness programs.

Assist in creation of forms for documentation and systems for organization, as appropriate for the operation of the department.

Assist, as needed, in answering City Hall telephone calls and direct the calls to the appropriate party/department.

Receives Department of Administration phone calls and refers as needed.

Provide backup to the Administrative Clerk in receiving and answeringReceives and answers phone calls and questions from the public: responding to inquiries from employees, citizens and others; and referring telephone calls to Council members, staff and other persons as appropriate.

Assist as needed, in the preparation of agendas, and transcription of minutes for various City boards, commissions and committees.

Prepare quarterly City Newsletters and coordinate printing, mailing, and posting to the City’s Web Site.

Act as Web Site Administrator for posting of monthly City Meeting Calendar, Community Calendar, agendas and minutes, and updates to City web site pages.

Orders Information Services supplies and equipment.

Records quarry blasting information.

Maintains Government Access Channel.

Handles cell phone contracts and resolves problems.

Processes department vouchers

Other duties as assigned by the Director of Administration.

PERIPHERAL DUTIES

Provide administrative and clerical support to the Human Resources Coordinator and Finance Officer, as deemed necessary by the Director.

Operate a vehicle to run errands.

Perform duties of Administrative Assistant as required by department operations.

MINIMUM QUALIFICATIONS

Education and Experience:

Graduation from high school or GED equivalent with specialized course work in general office practice, additional related course work, and two to four (2 to 4) years of increasingly responsible related experience, or any equivalent combination of related education and experience. Bachelor degree preferred.

Necessary Knowledge, Skills, and Abilities:

Working knowledge of computers and electronic data processing; working knowledge of modern office practices and procedures. (Currently includes Word, Excel, Outlook, Publisher, Powerpoint, and Internet Explorer.)

Types 50+ words per minute.

Knowledge of government operations, policies, practices and procedures is desirable.

Skill in operation of listed tools and equipment.

Ability to organize daily tasks for efficiency to meet all requirements and to coordinate and execute multiple assignments simultaneously.

Ability to utilize communication skills in interactions with telephone callers, visitors to the department, and co-workers.

Ability to maintain strict confidentiality.

Ability to make independent judgments which have moderate impacts on the organization.

SUPERVISION RECEIVED

Works under general supervision of Director of Administration.

SUPERVISION EXERCISED

None.

RESPONSIBILITY FOR PUBLIC CONTACT

Frequent contact requiring courtesy, discretion, and sound judgment.

LICENSING AND REGISTRATION

None.Must possess a valid drivers license.

TOOLS AND EQUIPMENT USED

Mainframe computer terminal, personal computer including word processing software, copy machine, word processor, fax machine, calculator, typewriter, transcriber, and telephone.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit, talk and hear. The employee is occasionally required to walk; use hands and fingers to operate, handle or feel objects, tools, or controls; and reach with hands and arms.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work is performed primarily in an office setting. The noise level in the work environment is moderate.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

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Administrative/Project Assistant