About the Department

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.

Position 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 messages
Provides 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 maintenance
Assists 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 assigned
Types, 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 publications
Retrieves 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 schedules
Provides administrative assistance to other departments as directed by the Finance Director
Performs related work as required

Minimum Qualifications

REQUIRED KNOWLEDGE AND ABILITIES

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

EQUIPMENT / JOB LOCATION
The employee will operate standard office equipment including a personal computer, adding machine, copier, fax, scanner, telephone system, camera, VCR, and other office equipment as needed. The employee will work primarily indoors and may be required to lift objects weighing up to 30 pounds.
EDUCATION AND EXPERIENCE

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

Other Qualifications

EQUAL EMPLOYMENT OPPORTUNITY STATEMENT
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 [email protected].

Benefits

We 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 eliglible 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.

Agency Information

Employer: Spring Hill, City of (TN)
Address: 199 Town Center Parkway

Spring Hill, Tennessee, 37174