EXECUTIVE ADMINISTRATIVE ASSTISTANT

Knox County; Tennessee; On-site; USD 32,000 - 46,000; Full time

Job summary

Knox County is seeking a front-line Administrative Assistant for the Engineering and Public Works department. You will handle front desk duties, greet visitors, answer calls, process service requests, and route inquiries to the appropriate staff.

You will support mail handling, filing, office supply management, and budget-conscious purchasing. The role requires strong communication, basic tech skills, and the ability to work as part of a team in a busy office environment.

Qualifications

• Excellent verbal and written communication skills.
• Proficient with PCs/tablets/phones and common software.
• Proficient in Microsoft Office suite and basic office equipment.
• Ability to work with diverse groups and maintain professionalism.
• Minimum 2 years of related experience.

Responsibilities

• Provide primary telephone and front desk coverage, greet visitors, and route inquiries.
• Create and close service requests received via phone, email, or work order systems.
• Provide general administrative support, including mail handling and document management.
• Monitor and order office supplies; coordinate with the Office Manager on budget matters.
• Respond to electronic requests for service via citizen portals, emails, website, and social media.

Skills

Verbal & written communication

Tech proficiency

Microsoft Office

Interpersonal skills

Problem solving

Experience: 2 years

Education

High School Diploma

Associate's degree preferred

Job description

The purpose of this classification is to provide front line public facing and internal support for Engineering and Public Works through the facilitation of incoming and outgoing communications and requests for service and other administrative duties.

Position Reports To:

Director of Admin and Public Outreach

Direct Reports:

None

Essential Functions:

• Provide primary telephone and front desk coverage for the department, greet visitors, provide information and/or refer to the appropriate individuals, departments, or agencies.
• Create and close service requests as received for all departments within Engineering and Public Works as received via phone, email, work order systems and other means. Maintain communication with the requestors and staff conducting the work through cell phone, email, and radio communications to ensure the work is completed in a timely manner.
• Provide general administrative support to the department, such as receiving, sorting, and distributing mail and other deliveries including plan and map documents.
• Provide additional general administrative support to the department by monitoring and ordering office supplies. Work closely with the Office Manager to ensure mindfulness of the budget and proper coding of all receipts.
• Respond in a professional, courteous, and timely manner to electronic requests for service via online citizen portals, emails, website, and Facebook.
• Maintain databases of information relating to department functions and activities, including creating files and attaching documentation; updating employee details; receiving, documenting, and filing (paper and electronically) records relating to various department activities.
• Notify various utilities and Emergency 911 and update social media sites (i.e. Facebook and Instagram) regarding road closures; notify various utility agencies during storms and/or roadway construction as their facilities are impacted.
• Ensure conference room(s), supply closet(s), copier areas, and main entrance areas are kept tidy and well organized.
• Provide courier services to EPW facilities using county vechicle to drop off or pick mail, interoffice mail, and various other documents/tiems for FPW.
• Assist the Construction Assurance Coordinator with bonds, as needed during their absence

Required Qualifications:

• Education:High School; Associate's Preferred
• Certifications (Required by Hire): None
• Certifications (Required After Hire): None
• Experience: 2 years
• Preferences: None
• Other Requirements:Possess and maintain a vaild TN drivier's license

Substitutes for Requirements:

• Any equivalent combination of education, training, and experience which provides the requistie knowledge, skills, and abilitites may be considered for employmnet into the position.
• Successfully pass a background check
• Successfully pass MVR check

Key Knowledge:

• None

Key Skills:

• Excellent verbal and written communications skills
• Proficient in PCs, tablets, smartphones and other electronic devices
• Proficient in use of Microsoft Office suite of products
• Strong interpersonal skills
• Strong problem-solving skills

Abilities:

• Ability to work in a position of moderate complexity
• Ability to work cooperatively as a member of a team
• Ability to focus and demonstrate attention to detail

Additional Job Functions:

• Respond to and report immediately if called upon by local, regional or central office supervisor's, as part of a coordinated emergency response by the Knox County Mayor's Office
• Ensure regular, punctual attenance during scheduled work hours.
• Perform other duties as required.
• Assist with the compilation of monthly and annual reports as requested.
• Take and distribute minutes of meetings as requested.
• N/A

Working Conditions:

• Physical demands are sedentary. Occasionally lift up to 10lbs.
• Work is completed in an office setting.

Position in the Career Ladder:

• N/A

Knox County Government is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, Knox County Government may provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.