Administrative Assistant 1, Spring Hill

Administrative Assistant

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 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 messagesProvides 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 maintenanceAssists 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 assignedTypes, 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 publicationsRetrieves 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 schedulesProvides administrative assistance to other departments as directed by the Finance Director Performs related work as required Typical Qualifications Knowledge of proper telephone etiquette and professional customer service practices Knowledge of administrative office procedures and clerical support functionsKnowledge 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 systemsAbility 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 writingSupplemental Information 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 offer an extensive benefits package: We offer several medical insurance options for the entire family, and employer paid dental coverage for the employee (with the option to purchase additional coverage for dependents at a minimum cost) and vision insurance that you are eligible for at the first of the month after your hire date.We also provide $25,000 in employer paid life insurance, accidental death and dismemberment (AD&D), and employer paid Long Term Disability (LTD). Available for purchase are Short Term Disability (STD) and AFLAC policies (i.e., Critical Illness, Accident, and Life Insurance) for which you are eligible on the first day of the month after 60 days of employment The City of Spring Hill participates in the Tennessee Consolidated Retirement System (TCRS), a defined benefit plan. In addition to mandatory participation in the pension, we also offer 401(k) and 457(b) retirement options. Like other public employees in Williamson County, our employees can enroll in discounted membership with Williamson County Parks and Recreation, and enjoy using the Longview Recreation facility, as well as any other facility in the system. You will also enjoy 13 paid holidays each year.Employees earn one day of sick leave each month, which is immediately accessible. You will also earn 2 weeks of vacation during your first year of employment, one of which you can access after a 6-month introductory period, the remaining vacation is accrued monthly.