Administrative Associate II - Electric Department

Position Summary

This position performs daily administrative support activities for the assigned Department; and provides responsive, courteous, and efficient customer service in support of departmental operations.

Essential Functions

• Prepares, posts, distributes and tracks computerized agenda documents, information packets and public notices.
• Provides administrative support for meetings; records, transcribes, and distributes meeting minutes.
• Provides customer service to internal and external customers; greets, receives and screens visitors and customers; addresses and resolves customer questions as able and refers complex inquiries, requests, or complaints to appropriate staff.
• Assists and provides backup for other departmental employees when necessary; covers other areas within the department due to employee absence or heavy work volume.
• Picks up, sorts, copies, and distributes a variety of correspondence, deliveries, and mail; opens, logs, and routes office mail; sorts and prepares outgoing mail and documents for pickup; retrieves, delivers, and sends faxes.
• Composes routine correspondence; proofreads and edits; enters, scans, updates, and maintains information in spreadsheets, databases, and reports.
• Creates and maintains a department filing and record system.
• Enters and verifies payroll for department employees. Maintains and processes overtime, monitors special pays, vacation and annual leave related schedules, and reports. Submits reimbursement requests.
• Prepares and processes requisitions, invoices, payment vouchers, bills, and verifies any accounting records. Tracks and prepares purchase orders; reviews invoices and submits to Director for approval of payment; notifies of discrepancies; codes to appropriate funds; enters required information into financial software; maintains active account files.
• Maintains staff certification and license records.
• Updates and maintains electronic and paper databases, files, forms and records.
• Prepares and maintains employee scheduling.
• Assists in the coordination of department programs.
• Maintains department social media presence in accordance with City protocols.
• Gathers information for Open Record Requests as assigned.

Knowledge, Skills, and Abilities

• Ability to maintain a positive, polite and professional attitude when dealing with public at all times.
• Ability to perform detailed work accurately and independently in compliance with stringent time limits with minimal direction and supervision.
• Ability to prioritize duties to accomplish a high volume of work product while adapting to constant changes in priority.
• Ability to maintain accurate and legible notes.
• Knowledge of City policies, procedures and practices.
• Knowledge of local government organization and its departmental operating requirements.
• Ability to establish and maintain effective working relationships with others.
• Knowledge of the use of a multi-line telephone system.
• Ability to operate standard office equipment and perform word processing and/or data entry.
• General knowledge of current office practices and procedures and knowledge of the operation of standard office equipment and software.
• Ability to work the allocated hours of the position.

Required Education, Experience, Licensing, and Certifications

• High School Diploma/ equivalent and two (2) years administrative support experience, inclusive of customer service support; or Associates Degree in business or office management and one (1) year administrative support experience.
• Must possess State of Tennessee Driver’s license.
• Department required certifications will vary.

Individuals interested in submitting for this position must apply online before 12:00 noon, Wednesday, May 13, 2026.