Salary: $36,307.00 – $45,383.00 Annually
Location : Chattanooga, TN
Job Type: FULL TIME
Job Number: 09/18/2023 – 0514
Department: Hamilton County 911
Division: 911 EMERGENCY COMMUNICATIONS
Opening Date: 09/20/2023
Closing Date: 10/1/2023 11:59 PM Eastern
Description
Under close supervision, performs a variety of office administrative support, clerical and secretarial duties including answering phones, typing, filing and acting as a receptionist.
ESSENTIAL FUNCTIONS: (Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills and other characteristics. This list of tasks is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by incumbents of this class.)
Tasks
Performs a variety of administrative and secretarial support activities for director. Composes replies to correspondence on own initiative. Attend meetings and take minutes. Interprets and explains established department policies and procedures. Receives, reviews and distributes incoming mail. Handles confidential material appropriately. Answers telephone calls and refers to appropriate personnel. Arranges telephone coverage for multiple telephone lines by secretarial support personnel.
Ensures security of facility through proper administrative check-in procedures. Checks-in visitors to ECD, notifies employees of visitors, and escorts visitors as needed. Assists in the making of personnel ID cards, ensures proper access is granted to key cards. Monitors key access and issues keys as required.
Researches, summarizes and analyzes information. Calculates statistics and compiles data. Prepares ad hoc and recurring reports and other correspondence containing specialized or sensitive/confidential information. Assists with department budget request. Maintains appropriate budget documents. Monitors expenditures. Processes requisitions, purchase orders, etc. Makes travel, meeting and conference arrangements for department. Reviews travel request and expense reports. Participates in a variety of special projects as assigned.
Handles personnel transactions and prepares appropriate paperwork. Answers questions from employees, other departments and the public. Establishes and maintains filing system for the department. Maintains calendar as required for supervisor. Prioritizes, schedules and arranges meetings. Prepares appropriate background material and distributes as needed. Performs other related duties as assigned.
May assist with budget process. Records and tracks account expenditures. Creates worksheets on computers. Prepares or assists in the preparation of periodic reports. Performs simple analysis regarding account status. Handles personnel or other administrative forms for department. Assists with other projects or special assignments as assigned. Maintains confidentiality of personnel and/or other sensitive information. Performs other related duties as assigned.
Knowledge, Skills, Abilities, and Other Characteristics
Knowledge of federal, state and county laws, rules, regulations, practices and procedures related to ECD operations.
Knowledge of office administration principles, practices and terminology.
Knowledge of modern office and records management practices, procedures and equipment. Knowledge of correct English usage, spelling, grammar and punctuation.
Knowledge of ECD policies and procedures, and administrative requirements and/or; Skill in understanding and applying laws, rules, codes, regulations and procedures. Skill in performing research and logically organizing information.
Skill in following and effectively communicating verbal and written instructions.
Skill in working under pressure of deadlines, establishing and maintaining cooperative working relationships with staff, elected officials, state agencies, community organizations and citizens.
Skill in communicating effectively orally and in the development of written documents, reports, and financial information.
Minimum Qualifications
The equivalent of a High School Diploma and at least five (5) years secretarial experience. Must type 55 words per minute. A valid driver’s license is required.
PREFERRED QUALIFICATIONS:
Current Notary Public or the ability to become a Notary Public is preferred.
PHYSICAL REQUIREMENTS:
Work requires extensive periods of sitting and walking; occasional lifting, bending, kneeling and stooping to lift objects weighing up to twenty (20) pounds; ability to communicate orally and in writing. Work is performed primarily in internal environments with possible exposure to inclement weather, and varying temperatures. Work requires regular and punctual attendance.
ADDITIONAL INFORMATION:
This job description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
Any overtime hours offered in this position are not guaranteed, are an estimate, and are subject to change.
All positions within Hamilton County Government are considered work in-person and require regular and punctual attendance.
All positions within Hamilton County Government may require work on Holidays or weekends. Additionally, irregular hours and shift work may be required, including possible extension of shift hours, at times with short notice.
AN EQUAL OPPORTUNITY EMPLOYER Hamilton County does not discriminate on the basis of race, color, national origin, sex, religion, age, or disability in employment or the provision of services. A copy of Hamilton County’s Equal Employment Opportunity Plan (EEOP) & Utilization Report is available on the County’s Equal Employment Opportunity (EEO) Office home page.
https://www.hamiltontn.gov/Department_EqualEmploymentOpportunityOffice.aspx
Hamilton County offers medical insurance, life insurance, paid leave, and paid holidays to Full Time and Skimp (25 hours per week) employees. Full time employees also receive Retirement.
01
To meet the minimum qualifications for this position, applicants must possess the equivalent of a High School Diploma and have at least five (5) years secretarial work experience. Must be able to type 55 words per minute. A valid driver’s license is required.Do you meet all of the minimum qualifications for this position?
- Yes, I meet all of the minimum qualifications for this position.
- I meet some of the minimum qualifications for this position.
- No, I do not meet the minimum qualifications for this position.
02
What is your highest level of education completed?
- GED
- High School Diploma
- Associate’s Degree
- Bachelor’s Degree
- Master’s Degree
- Doctoral Degree
03
If you indicated you possess a degree, please tell us the field of study your degree is in.
04
How many years of direct work experience do you have in a secretarial position?
- No experience
- Minimal, less than one year.
- 1-2 years
- 2-3 years
- 3-4 years
- 4-5 years
- 5-6 years
- 6-7 years
- 7-8 years
- 8-9 years
- 9-10 years
- 10 years or more
05
How would you describe your skill level using Microsoft Word?
- No experience – I am unfamiliar with Microsoft Word.
- Basic- I occasionally use Microsoft Word at my current (or at a previous) job.
- Average – I use Microsoft Word at least once a week at my current (or at a previous) job.
- Advanced – I use Microsoft Word daily at my current (or at a previous) job.
06
How would you describe your skill level using Microsoft Outlook?
- No experience – I am unfamiliar with Microsoft Outlook.
- Basic- I occasionally use Microsoft Outlook at my current (or at a previous) job.
- Average – I use Microsoft Outlook at least once a week at my current (or at a previous) job.
- Advanced – I use Microsoft Outlook daily at my current (or at a previous) job.
07
How would you describe your skill level using Microsoft Excel?
- No experience – I am unfamiliar with Microsoft Excel.
- Basic- I occasionally use Microsoft Excel at my current (or at a previous) job.
- Average – I use Microsoft Excel at least once a week at my current (or at a previous) job.
- Advanced – I use Microsoft Excel daily at my current (or at a previous) job.
08
Can you type at least 55 words per minute?**A TYPING TEST MAY BE REQUIRED**
- Yes
- No
09
Are you a Notary Public or can you qualify to serve as a Notary Public?
- Yes
- No
10
Do you have direct work experience answering/screening phone calls and visitors, including answering questions and providing general information?
- Yes
- No
11
Do you have direct work experience typing correspondence, reports, and forms?
- Yes
- No
12
Do you have direct work experience receiving, sorting, and distributing mail?
- Yes
- No
13
Do you possess a valid driver’s license?
- Yes
- No
14
Have you ever served in the United States Armed Forces?
- Yes
- No
15
The answers you provide in the “Supplemental Question” portion of the application will be used to review/process your application. Once this job posting closes, your answers to the supplemental questions cannot be changed. Have you reviewed your answers and verified they are correct?
- Yes
- No
Required Question