What are the responsibilities and job description for the Administrative Assistant EXPO 10282024 position at Wilson County Government?
WILSON COUNTY, TENNESSEE CLASSIFICATION SPECIFICATION
CLASSIFICATION TITLE: ADMINISTRATIVE ASSISTANT FARM BUREAU EXPOSITION CENTER
FLSA STATUS: NON-EXEMPT
Salary = $18.80 - $21.60 per hour depending on qualifications
PURPOSE OF CLASSIFICATION
The purpose of this classification is to serve as support for Marketing Director in performing marketing assistance and administrative secretarial work related to the assigned department/division. Duties and responsibilities include internet-based account maintenance, greeting visitors, answering telephone calls, providing customer service, preparing, or processing various department documentation, coordinating meetings, conducting research, maintaining records, performing data entry, and performing tasks specific to the assigned department/division. Reports to Marketing Director.
ESSENTIAL FUNCTIONS
The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
CLASSIFICATION TITLE: ADMINISTRATIVE ASSISTANT FARM BUREAU EXPOSITION CENTER
FLSA STATUS: NON-EXEMPT
Salary = $18.80 - $21.60 per hour depending on qualifications
PURPOSE OF CLASSIFICATION
The purpose of this classification is to serve as support for Marketing Director in performing marketing assistance and administrative secretarial work related to the assigned department/division. Duties and responsibilities include internet-based account maintenance, greeting visitors, answering telephone calls, providing customer service, preparing, or processing various department documentation, coordinating meetings, conducting research, maintaining records, performing data entry, and performing tasks specific to the assigned department/division. Reports to Marketing Director.
ESSENTIAL FUNCTIONS
The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
- Provides secretarial/clerical support for the Director of Marketing of the Farm Bureau Exposition Center; processes a variety of documentation associated with department operations, within designated timeframes and per established procedures.
- Operates a computer to enter, retrieve, review, or modify data; performs data entry by keying data into computer; verifies accuracy of entered statistical data and makes corrections as appropriate. Utilizes word processing, spreadsheets, spreadsheet database, email, and other internet-based programs. Performs basic maintenance of computer system and office equipment, such as backing up data or replacing paper, ink, or toner; coordinates service/repair activities as needed.
- Maintains confidentiality of all department documentation and issues within the department.
- Supports marketing and social media activities utilizing WIX, social media accounts, internet- based accounts. Maintain updates for all internet-based accounts as needed. Conducts online and phone research functions as needed.
- Acts as a support liaison with other departments/divisions, state/local agencies, professional individuals, groups, the public or other agencies in matters pertaining to Farm Bureau Exposition Center programs or operations; coordinates communications and conveys information among department personnel.
- Communicates with Farm Bureau Expo director, employees, other departments, vendors, clients, law enforcement personnel, court personnel, inmates, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolves problems.
- Performs reception functions; answers telephone calls, and greets visitors to ascertain nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; initiates and returns calls as necessary.
- Performs customer service functions; provides information and assistance regarding department services, activities, procedures, fees, or other matters; distributes documentation as requested; responds to routine questions, complaints or requests for service; initiates problem resolution based on established policy and procedures.
- Plans and coordinates arrangement for meetings of various boards, committees, or other groups/individuals; attend meetings as required; records and transcribes meeting minutes; prepares and distributes meeting notices, agendas, minutes, packets, or other meeting materials; maintains records; coordinates scheduling and set up meeting rooms for various meeting/activities.
- Types, drafts, prepares, or completes various forms, reports, correspondence, lists, work orders, meeting minutes, charts, graphs, and other documents as requested. Generate/update information, data, reports, and/or files as requested; compiles statistical data relating to department programs and operations and makes applicable calculations; prepares reports for review and submission to department director, managers and/or to outside agencies.
- Monitor’s inventory of department equipment, forms, or supplies; ensures availability of adequate materials to conduct work activities; initiates requests for new or replacement supplies. Processes incoming/outgoing mail; sorts, organizes, opens, and/or distributes incoming mail; signs for incoming packages; assembles material for large mail-outs; prepares outgoing mail for pick up.
- Maintain policy and procedure manual for all office and marketing operations. Assist with development of new policies or amendments to existing policies as needed.
- Receives various forms, reports, correspondence, invoices, inventory records, policies, procedures, maps, manual, directories, reference materials, or other documentation. Reviews, completes, processes, forwards, or retains information/reports appropriate.
- Produces billing and accounts receivables as indicated for events and credit card charges.
- Maintains file system of department files/records; prepares and set up files; sorts/organizes documents to filed; files documents in designated order; retirees/replaces files; shreds/destroy confidential or obsolete documents.
- Performs general/clerical tasks, which may include making copies, sending/receiving faxes, filing documentation, calendar maintenance, emails, texts, or updating department manuals/documentation.
- Provides supplemental support for the General Manager operations if needed.
ASSIGNMENT TO AG/FARM BUREAU EXPOSITION CENTER MAY INVOLVE THE FOLLOWING ADDITIONAL FUNCTIONS:
- Assist director in maintaining yearly events calendar and schedule; may include schedule book, online calendar, website, social media, and internet-based accounts.
- Conducting tours as needed
- Accepts payment to secure events, facilities, and rentals.
- Assist potential clients with questions regarding facilities rules and guidelines for rental.
- Assist with special projects as they arise.
- Send greeting cards and other special acknowledgement cards when needed.
- Ensures deposits and other important documentation are taken to the finance department in a timely manner.
- Performs basic leaning/housekeeping tasks associated with maintaining work area.
- Provides assistance or back up coverage to other employees or departments as needed; to include but not limited to expo events, marketing events, promotions, and/or event set ups/breakdowns.
- Performs other related duties as required.
MINIMUM QUALIFICATIONS
- High school diploma or GED; supplemented by minimum two (2) years previous experience and/or training involving secretarial work, office administration, basic knowledge of customer services, records management, personal computer operations, and training/experience in area of assignment; or other equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
- Proficient with Microsoft Office Suite, Adobe software, Canva, WIX is a plus. Comfortable working with social media platforms; Facebook, Twitter, and Instagram.
- Ability to flex schedule if needed for weekend event support.
- Requires possession maintenance of valid Tennessee Driver’s License.
Data Utilization: Requires the ability to calculate and/or tabulate data. Includes performing subsequent actions in relation to these computational operations.
Human Interaction: Requires the ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.
Equipment, Machinery, Tools, Software, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, software, and/or materials used in performing essential functions.
Verbal Aptitude: Requires the ability to utilize a wide variety of reference and descriptive data and information.
Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to generate and interpret graphs.
Functional Reasoning: Requires the ability to carry out instructions furnished in written, oral or diagrammatic form. Involve semi-routine standardized work with some latitude for independent judgment concerning choices of action.
Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.
ADA COMPLIANCE DEMANDS ANALYSIS
Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-15 lbs.). Tasks may involve extended periods of time at a keyboard or workstation.
Sensory Requirements: Some tasks require the ability to perceive and discriminate visual cues or signals. Some tasks require the ability to communicate orally.
Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions. A variety of events held at the Farm Bureau Exposition Center will present additional environmental variations.
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Wilson County, Tennessee, is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
Salary : $19 - $22
