Executive Administrative Assistant

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.

Essential Functions

The Executive Administrative Assistant Engineering & Public Works is responsible for the following 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.
• Process payroll by accurately entering timesheet details into the department’s electronic timekeeping system. Support the Office Manager by serving as the backup point of contact for payroll policy questions.
• Support the department by serving as the point of contact or backup point of contact for the Open Records process. Provide courier services to EPW facilities using county vehicle to drop off or pick up mail, interoffice mail, and various other documents/items for EPW.

Additional Job Functions

• Assist with the compilation of monthly and annual reports as requested.
• Take and distribute minutes of meetings as requested.
• 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; associate degree preferred.
• Minimum of two (2) years’ related experience
• Must possess and maintain a valid Tennessee Driver’s License
• Equivalent combination of education, training, and experience which provides the necessary knowledge, skills, and abilities for this position
• Must possess and maintain a valid TN driver’s license

Specialized Knowledge

• N/A
• Ability to work cooperatively as a member of a team.
• Ability to work in a position of moderate complexity
• Moderate analytical and problem-solving skills
• Excellent organizational skills and attention to detail
• Ability to articulate communication of moderately complex information.
• Excellent communicator and active listener
• Proficient in use of a desktop computer, laptop computer, printer, computer scanner, and PC projector
• Proficient in use of Microsoft Office suite of products

Physical Requirements

• This position requires the ability to engage in occasional light physical activity.
• 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.