Assistant Admin Jobs in Tennessee (NOW HIRING)

Join the City of Chattanooga Team

Chattanooga, a vibrant and growing community of over 190,000 residents within a metropolitan area of nearly 600,000 is known as the "Scenic City" for a reason. Nestled along the Tennessee River and surrounded by the foothills of the Appalachian Mountains, we are a hub of outdoor adventure and innovation. Home to the University of Tennessee at Chattanooga (UTC) and Chattanooga State Community College, our city blends a rich industrial history with a tech-forward future-famously powered by the nation's first community-wide "Gig" fiber-optic network.  The City of Chattanooga was also recently designated as a "National Park City," the first of its kind in the United States.  

As a City, we are powered by a dedicated workforce of approximately 2,600 employees committed to excellence in public service and making Chattanooga the best community in the country. Our team ensures our city thrives through a wide range of municipal services, including:

• Public Safety: Chattanooga Police and Fire Departments.
• Infrastructure & Utilities: Public Works, Waste Resources, and specialized Stormwater management.
• Quality of Life: Award-winning Parks and Outdoors and Community Development systems and the Chattanooga Public Library.
• Transportation: The Chattanooga Metropolitan Airport (CHA) and citywide transit and pedestrian friendly initiatives.
• Innovation: Leading-edge  smart-city programs with a commitment to cutting edge workforce development policies to ensure all our residents can get ahead.

The City of Chattanooga's workforce is the heartbeat of our community. We don't just offer jobs; we offer careers with purpose: making Chattanooga the best city in America. We are committed to being the premier employer of choice in Southeast Tennessee by providing:

• Competitive Compensation: Robust pay scales that reflect our commitment to our staff.
• Work-Life Balance: Generous paid time off and flexible scheduling where possible.
• Exceptional Wellness: Comprehensive health benefits and wellness programs designed for you and your family that deliver savings to you beyond your paycheck, featuring a centralized health clinic and pharmacy for all City employees. .
• Growth: A focus on professional development and upward mobility within the organization.
• The Great Outdoors: Your Backyard Playground:  Chattanooga isn't just near nature, it's immersed in it.  As one of the most biodiverse cities in North America, the "Scenic City" offers an ecological richness that few places on earth can claim.  Whether you are an adrenaline junkie or a weekend wanderer, world-class adventure is always less than an hour away.
• Vertical Adventures: Scale legendary sandstone cliffs in what is widely considered the premier rock climbing hub of the Southeast.
• Water & Rapids: From the high-octane whitewater kayaking of the Ocoee River to world-class bass fishing and peaceful paddling on the Tennessee River.
• Trails for Miles: Explore a massive network of mountain biking and hiking trails that wind through lush ridges, hidden waterfalls, and deep river gorges.

In Chattanooga, "work-life balance" means you can finish your shift and be at a trailhead or on the water before the sun sets.

Our mission is to work together to build a safe, vibrant, and sustainable city for all Chattanoogans. To do that, it takes a team of skilled and passionate individuals. So, if you'd like to call Chattanooga home - or maybe you already do! - and want to further your career through meaningful work that makes a true impact where you live, we'd love to talk to you.

Salary: $17.00- $20.54 per hour (GS.4)
Work Hours:  Monday - Friday, 8:00 A.M. - 4:30 P.M. (EST)
*Hours may vary due to work assignments, or projects.*
Work Location: 1250 Market Street, Chattanooga, TN
FLSA Status:  This is a Non-Exempt position.
Department:  Public Works 

CLASSIFICATION SUMMARY:  

Incumbents in this classification are responsible for performing the duties of the Administrative Support Assistant, creating and maintaining confidential department/employee files and processing work orders, accounts payable and department payroll (entering and tracking of time). Duties include collecting information from supervisor or department staff to be organized and distributed; providing training of new office staff and providing some use of statistical data to create basic reports. Work is performed with moderate supervision.

SERIES LEVEL: 

The Administrative Support Assistant 2 is the second level of a four level administrative support series.

ESSENTIAL FUNCTIONS:
(The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.)

Performs various routine clerical duties utilizing standard office equipment to include screening incoming calls; taking and transmitting messages; maintaining calendars; keyboarding information into databases; making photocopies; performing data entry; faxing documents; typing; requisitioning supplies and word processing.

Responds to requests for information from the general public; answers routine questions; directs callers to appropriate internal departments and/or external organizations.

Enters information into applicable databases and/or other computerized systems to collect and maintain records and information in assigned areas of responsibility.

Organizes and maintains files including creating and maintaining confidential department/employee files; files documents alphabetically, numerically or by other prescribed methods.

Processes, receives, sorts and distributes a variety of correspondence, notices, website requests; reservations, time sheets, invoices, fees, citations, work orders, reports, service requests, travel vouchers, materials, deliveries, mail and/or other applicable items.

Composes a variety of routine and/or specialized correspondence, reports, documents, brochures, posters, contracts, easements, applications, forms, permits, memos and/or other applicable materials; verifies and edits grammatical composition.

Processes incoming and outgoing purchase orders, vouchers, agreements, contracts, permits, payments, cash receipts and disbursements and/or other related items.

Prepares a variety of reports that summarize operational activities, permitting activities, collection activities, financial transactions and/or other applicable items.

Coordinates and prepares for meetings and/or special events which includes preparing meeting agendas; scheduling; preparing and disseminating invitations; coordinating and assembling applicable materials; setting up rooms; may take, transcribe and disseminate meeting minutes; ordering meals and snacks; receiving attendance confirmations and/or performing other related activities.

Monitors and restocks office supplies and materials; initiates the replenishment of applicable inventory and supplies; follows up on orders and deliveries.

Assists with coordinating department activities such as tracking work and change orders, reporting building maintenance issues, dispatching crews to areas requiring service, relaying communications, researching and locating standard or routine information and providing related support.

Participates in special projects and/or other activities in support of efficient and effective department operations.

May manage travel forms, requisitions, p-cards, and expense reports for each investigator for both units.

May be required to use, carry and answer their cell phone as determined by their job duties and the department head.

Must meet regular attendance requirements.

Must be able to maintain good interpersonal relationships with staff, co-workers, managers, and citizens.

Must accomplish the essential functions of the job, with or without reasonable accommodations, in a timely manner.

Performs other duties as assigned.

DEPARTMENT SPECIFIC DUTIES (if any):

When working in Public Works:

May serve as Staff Coordinator for City Boards.

When working in Fire:

Notarize state documents , medical documentation, etc. for incoming Cadets in each new academy, new hires, etc.

Prepares a variety of reports that summarize operational activities, permitting activities, collection activities, financial transactions and/or other applicable items, pertaining to firefighter's certificates, IS and medical documentation.

When working in Executive Branch:

Collaborates with the Administrative Assistant at the Family Justice Center by giving tours, participating in events, discussing new ideas or agendas, and working out new issues that come about throughout the year.

Responsible for scheduling the on-call for each investigator for both units. Maintaining the calendar in the office for both units.

When working in Economic Development:

Prepares legal documents including municipal liens and order liens; prepares lien releases; submits legal documents to the county Register's Office for recording; Completes Open Records Requests for Code Enforcement; and notarizes documents.

Maintains the list of Condemned properties and properties scheduled for demolition and provides information on condemned properties to EPB, LDO, CPD, CFD, and the Mayor's Office.

Preparing and handling sign-in sheets during demolition hearings.

Exporting lien information and documents to Govern.

When working in Community Development:

Prepares and maintains payroll-related records and related documentation which includes preparing employee time sheets; reviewing worksheets for adjustments; calculating, totaling and editing times sheets. Run payroll reports; reconcile timesheet errors, monitor overtime, use of paid time off, compensatory time, military leave and other forms of leave. Initiates and processes employee status changes. 

Retrieves personal leave balance records of employees and provides reports to employees and managers.  

Enters requisitions for vacancy. 

Assist on-board new employees to the department.

MINIMUM QUALIFICATIONS:

High School Diploma or GED and at least one (1) year of responsible office support experience utilizing current office technologies and software; or equivalent experience/training sufficient to successfully perform the essential functions of the job.  

LICENSING AND CERTIFICATIONS: 

Notary Public Preferred.

KNOWLEDGE AND SKILLS:

Knowledge of customer service principles; English language, grammar and punctuation; modern office procedures, methods and equipment; meeting and/or special event scheduling techniques; basic report preparation techniques; record keeping principles; keyboarding techniques and filing principles and practices.

Skill in using computers and related software applications; providing customer service; filing; composing a variety of business correspondence; scheduling and coordinating special events and meetings; keyboarding; using modern office equipment; processing financial documents; preparing and proofreading a variety of routine reports and/or documents; maintaining confidentiality; maintaining records and files and communication and interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.

PHYSICAL DEMANDS:

Positions in this class typically require reaching, fingering, grasping, talking, hearing, seeing and repetitive motions.

WORK ENVIRONMENT:

Light Work: Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently and/or negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work.

SPECIAL REQUIREMENTS:

Safety Sensitive: N
Department of Transportation - CDL: N
Child Sensitive: N
SUPPLEMENTAL INFORMATION:
This position requires pre-employment screening(s) that include: background check
The City of Chattanooga, Tennessee is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourage both prospective and current employees to discuss potential accommodations with the employer.
JES 3.12.25

KJF