Administrative Assistant - Administration

Administrative Assistant

The Town of Smyrna is seeking an Administrative Assistant to provide direct support to the Administration Department. Duties will primarily come from the Town Attorney and Town Clerk. He / She will also support the Town Manager in the absence of the Executive Assistant. Duties include gathering information, greeting and responding to visitors and calls, maintaining files and documents, and assisting with public records requests. The administrative assistant reports to the Town Clerk.

Pay begins at $48,799.25 for Administrative Assistant and is dependent upon applicable experience. In addition to the base salary, this full-time position is eligible for an annual performance bonus as well as a longevity bonus. Paid Holidays : 13 days. Paid Time Off : 0-4 years of service = 23 days (7.08 hours per pay period). Longevity Bonus : Based on Years of Service. Merit Pay : Based on performance (Annual Salary increase and Bonus). Town Paid Benefits Include : Short and Long-Term Disability, Employee Assistance Program, Basic Life Insurance (1x Salary or $50k minimum, $10k spouse, & $5k child), Retirement Match, Education Reimbursement, Free Wellness Programs and Free Gym Access. Insurance Premium Costs (includes vision & dental) HSA : $15.24 single $104.93 family OAP : $20.40 single $140.18 family.

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

• Proofreads, edits, and files documents, correspondence, and ordinances as directed by Town Clerk or Town Attorney and staff.
• Maintains digital and physical filing systems in compliance with public record laws and retention schedules
• Updates legal library, manuals, and resource materials.
• Enters data for the legal department and Town Clerk.
• Acts as the first point of contact for the department, which involves effectively providing information and greeting visitors, offering guidance and direction within their ability and authority, and accurately gathering and routing information to the appropriate staff member for resolution.
• Schedules appointments, maintains calendars, arranges and coordinates meetings and events, prepares travel arrangements, and performs any other tasks deemed required by the Town Attorney or Town Clerk.
• Performs basic research upon request
• Opens, sorts, and distributes mail (including confidential or legal documents)
• Assists in the preparation of agendas, documents, minutes, and reports for city council or committee meetings
• Assists the Town Clerk with meeting support, including but not limited to, setting up Council Chambers before meetings, preparing meeting agendas, packets, and minutes for council and committee meetings
• Assist with processing public records requests per the Tennessee Public Records Act and any applicable laws and regulations.
• Enters data and helps to process requests via Civic Plus software
• Serves as backup to the Executive Assistant in their absence.
• Orders office supplies and inventories
• Works with other departments (department heads and admin staff) to ensure the timely receipt and completion of information vital to the success of legal and administrative matters
• Assists with Administrative events and may be asked to complete errands that would require the ability to drive a vehicle.
• Maintains confidentiality of sensitive information.
• Uses independent judgment, discretion, and initiative within the boundaries of the position.
• Conducts behavior at all times to reflect positively on the Administration Department, Town Council, and other Town employees.
• Promotes cooperation, assisting co-workers when necessary.

Must be at least 18 years of age. Must possess a valid Tennessee Driver's License. Must have one of the following : Bachelor's Degree in Business Administration or related field with two (2) years of experience in administrative work, customer service, record management, and data entry High School diploma or GED with five (5) years' experience in an administrative position involving administrative work, customer service, record management, and data entry Any equivalent combination of education, training, and experience that provides the requisite knowledge, skills, and abilities for this job.

Must have excellent verbal and written communication skills with attention to detail and ability to multitask. (editing documents for grammar, spelling, and punctuation) Knowledge and experience with Microsoft Office, Google Suite, and CivicPlus Suite. Organizational skills and office operations knowledge. Interpersonal and customer service skills. Ability to exercise good judgment Ability to establish and maintain effective working relations with other employees and the general public.