Job Details

Administrative Assistant

Performs a variety of general clerical and administrative/office support functions. This is a temporary position with the potential to be hired full-time.

This position is a temporary to hire position. If selected for the Administrative Assistant position in Public Works, employment will be setup with a temporary staffing agency the City is contracted with for 2026/2027. This position is a pipeline to full-time employment with the City of Kingsport once a full-time position becomes available.

Application Process:

1. Complete online application
2. Click link provided to complete math quiz

Completion and submission of this quiz is a required part of the application process. Applications with incomplete or unsubmitted assessments may not be considered for an interview or further stages of the selection process. Please only submit one response with your application.

Essential Functions

• Performs a variety of secretarial/administrative support work for assigned staff, supervisory and/or management personnel including takes and screens calls, writes letters, schedule meetings/appointments, and assists visitors;
• Enters and/or verifies information into computerized systems;
• Compiles a variety of information to prepare reports of activities and/or status.
• Develops estimate sheets and obtains necessary approvals;
• Helps develop division budget and monitors budget status.
• Prepares and processes purchase orders/requisitions to facilitate the purchasing process for department;
• Formats, and compiles materials for special departmental informational bulletins/brochures;
• Receives and distributes all incoming mail;
• Maintains records and files of department/program activities;
• Receives and receipts incoming funds, supplies and equipment;
• Orders, receives and stocks routine inventory supplies, materials;
• Prepares deposits, receipts, and refund requests, noting discrepancies.
• Performs payroll data entry of departmental/program personnel, records allocation of time including leave requests, overtime and regular;
• Responds to citizen inquiries/complaints;
• Provides assistance to other department staff; and
• Performs additional duties as assigned.

Qualifications

• Knowledge of general bookkeeping practices and procedures;
• Knowledge of general office management principles and practices;
• Skill in maintaining confidential information and in the application of judgment in release of information to authorized persons;
• Skill in preparing a variety of records, reports and correspondence;
• Skill in establishing and maintaining effective working relationships with other departmental personnel, outside vendors and the general public;
• Skill in maintaining filing and record systems;
• Skill in following oral and written instructions, policies and procedures;
• Skill in the use of MS Office including word processing, spreadsheets and presentation applications;
• Skill in operating a variety of office equipment, including personal computer, telephone, copier, FAX and computer terminal.

Education and Experience

• High school graduate or high school equivalent;
• Experience equivalent to one year full-time clerical and administrative/office support work involving some customer relations responsibilities; OR completion of a post-high school education in Office Management may substitute for the required experience;
• Valid Driver's License required.

The City of Kingsport does not discriminate on the basis of race, color, religion, creed, ethnicity, national origin, sex, disability, age, status as a protected veteran, or any other class protected by Federal or State laws and regulations.