Job Description

Posting number: 202500143

Department: Finance

Job classification: Administrative Assistant 1

Posting type: Open

Categories: Administrative Assistant

Summary

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.

Examples of duties

Administrative & Executive Support

• Serves as Administrative Assistant to the Finance Director, providing direct clerical, administrative, and organizational support.
• Uses independent judgment in prioritizing tasks, coordinating schedules, and resolving routine administrative matters.
• Assists the Finance Director with scheduling meetings, maintaining calendars, preparing correspondence, and organizing departmental documents.
• Provides administrative assistance to other departments as directed by the Finance Director.

Customer Service & Public Relations

• 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.
• Retrieves and distributes messages from answering systems and other communication platforms.

Finance Department Support

• Provides administrative support to the Finance Department, including filing, data entry, document preparation, scanning, copying, and records maintenance.
• 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.

Records Management & Documentation

• Assists with records management and ensures documents are maintained in accordance with applicable retention schedules.
• Maintains copies of newspaper advertisements, public notices, contracts, and other official City publications.
• Maintains departmental and administrative files and records through filing, scanning, copying, data entry, and document organization.

Facilities & Meeting Coordination

• Schedules reservations for City facilities and meeting rooms and maintains related calendars.
• Maintains meeting room schedules and related information.
• Assists with coordination and scheduling of meetings and other City-related activities.

Public Information & City Hall Operations

• Maintains bulletin boards and public-facing informational displays within City Hall.
• Posts and maintains public notices, announcements, and other City information.
• Provides administrative and clerical support necessary for the daily operation of City Hall.

Perform other related duties as assigned.

Qualifications

Minimum Qualifications:

• 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

Knowledge, Skills & Abilities for Successful Job Performance:

• 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

Additional Requirements:

• Valid driver's license.
• Successful completion of a background investigation.

Physical Requirements:

• Work is performed primarily in a standard office environment.
• Requires prolonged periods of sitting, standing, walking, and computer use.
• Occasionally lifts and carries files or office materials weighing up to 30 pounds.
• Requires the ability to communicate effectively in person, by telephone, and electronically.

Working Conditions

Work is performed primarily in an office environment with frequent interaction with the public. The position requires responding to multiple priorities and occasional time-sensitive issues.

Supplemental information

Equal Employment Opportunity Statement

The City of Spring Hill is an Equal Opportunity Employer and does not discriminate based on race, color, religion, sex, national origin, age, disability, genetic information, veteran status, or any other characteristic protected by applicable federal, state, or local law.

Reasonable Accommodation

The City is committed to providing reasonable accommodations to qualified individuals with disabilities in accordance with the Americans with Disabilities Act (ADA). If you require a reasonable accommodation during the application or selection process, please contact the Human Resources Department at HR@springhilltn.org.

Job Description Disclaimer

This job description is intended to describe the general nature and level of work performed by employees assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. The City reserves the right to assign, modify, or remove duties and responsibilities as operational needs require.

Nothing in this job description creates an express or implied contract of employment. Employment with the City remains at will unless otherwise provided by applicable law or written agreement.