Purpose of Job

The purpose of this classification is to provide administrative support to assigned division within the Parks & Recreation Department.

Essential Functions

The Office Assistant is responsible for the following essential functions:

• Provides general administrative support to the assigned division.
• Answers and directs phone calls; provides customer service.
• Serves as administrative support for the Director of the division.
• Organizes and schedules appointments and meetings.
• Assists in the preparation of regularly scheduled reports.
• Develops and maintains computer and manual filing/documentation systems.
• Works with other Directors and team members to coordinate activities and complete assigned work.

Administration Division

• Provides recruiting support to include resume review, phone interviews, interview scheduling, and reference checking.
• Assists with the hiring and on-boarding process for new employees.
• Utilizes recreation software to make shelter reservations, provide customer service and run repots.
• Provides set up and break down for Parks and Recreation meetings.
• Assists at parks Advisory Board meetings with reservations, notifications, food service, and minutes.
• Provides set up and break down for Parks and Recreation meetings.
• Assists/backup Admin Supervisor with timekeeping.
• Prepares check requests for utility bills and other payments.
• Assists with preparation of credit card statements.
• Assists staff in making travel arrangements.

Maintenance Division

• Follow up with customers regarding work orders, suggestions, complaints and concerns as directed by the Maintenance Director.
• Utilize work order system and track completion of work orders. Notify Director of outstanding work orders.
• Research and work with outside vendors to obtain quotes, invoices, etc.
• Communicates special use requests, work orders, etc. with Sr. Director, park patrol and maintenance personnel.
• Communicates with other county agencies as assigned.
• Write letters and emails on behalf of Director and other office staff as assigned.
  

Additional Job Functions

• Respond to and report immediately if called upon by local, regional or central office supervisors, as part of a coordinated emergency response by the Knox County Mayor’s Office.
• Ensure regular, punctual attendance during scheduled work hours
• Perform other duties as required.
  

Minimum Training & Qualifications

• High School diploma or GED required: Associates preferred, supplemented by courses in Business or related field.
• One (1) year experience in administrative, secretarial, or related work.
• Any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position preferred.
  

Specialized Knowledge

N/A

Competencies

• Ability to work in a position of low complexity
• Proficient in use of PCs, tablets, smartphones and other electronic devices
• Ability to focus and demonstrate great attention to detail
• Ability to work cooperatively as a member of a team
• Great organizational skills with ability to prioritize work
• Ability to work independently at times
• Proficient in Microsoft Office suite of products
• Excellent communicator and active listener

Physical Requirements

• This position requires the ability to engage in occasional light physical activity. Prolonged periods of sitting at a desk and working on a computer
  

Occupational Hazards

• 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.