Position Title: Administrative Assistant Floater   Department: City Administration   FLSA Status: Non-Exempt - Hourly Salary: Grade: G Starting: $23.34 Supervision: Executive Operations Manager Last Reviewed: 5/11/26             Job Summary The position of Administrative Assistant Floater involves clerical and administrative support services, including data collection, records management, billing, payment collection, customer service, and phone calls. This position requires an individual who possesses strong interpersonal skills, sound judgment, the ability to work effectively in difficult situations, and the ability to resolve conflict peacefully in accordance with department and/or city policies and procedures. Must have the ability to troubleshoot basic customer issues and make appropriate suggestions for customer resolution, with or without supervisor assistance. This position supports all City departments with duties as needed.   ESSENTIAL DUTIES AND RESPONSIBILITIES   As an Administrative Assistant Floater, this position is responsible for the following duties while covering various departments on an as-needed basis: Performs routine clerical and administrative work in answering phones, receiving the public, providing customer assistance, data processing, and bookkeeping. Establishes and/or maintains filing systems, control records, and indexes using moderate independent judgment. Scans and files documents into the city’s document imaging system (Laserfiche). Answers incoming calls and routes callers or provides information as required. Receives the public and answers questions; responds to inquiries from employees, citizens, and others, and refers, when necessary, to appropriate persons. Operates office machines as required. Composes, types, and edits various correspondence, reports, memoranda, and other material requiring judgment as to content, accuracy, and completeness. Working knowledge of computers (Microsoft Office operating system) Working knowledge of modern office practices and procedures. Ability to perform cashier duties accurately. Ability to effectively meet and deal with the public. Ability to communicate effectively verbally and in writing. Ability to handle stressful situations. Operates a vehicle to run errands. Other duties as assigned. MINIMUM QUALIFICATIONS   High school diploma or GED equivalent required with four (4) years of administrative support experience, or equivalent combination of education and experience. Bachelor’s or associate degree preferred. Must possess a valid Tennessee Driver’s License or be able to obtain one in a reasonable time. Must be able to type at least 40 words per minute, with a high degree of accuracy and attention to detail, with frequent interruptions. Must be able to do basic math calculations. Must have the ability to perform in an office setting with frequent interruptions and with the need to deal with a wide variety of people, some of whom may be irate, difficult, or even dangerous.   SKILLS, KNOWLEDGE, AND ABILITIES   Excellent memory, organizational ability, and attention to detail, to organize workload, set priorities, handle multiple responsibilities, and meet deadlines in an environment with frequent interruptions. Ability to communicate effectively with diverse and sometimes irate individuals and to handle calm and effective situations ranging from routine to emergency. Ability and willingness to maintain strict confidentiality. Knowledge of principles and practices of office administration. Knowledge of records management principles and standards. Knowledge of basic cash handling principles. Knowledge of general office equipment and standard computer software applications. Required skill in coordinating and performing a variety of skilled administrative functions. Required skill in providing secretarial support to management personnel and other departmental staff. Knowledge of compiling data and preparing correspondence, reports, and other documentation. Knowledge of updating and maintaining departmental records and files. Ability to establish and maintain cooperative working relationships with other staff, City departments, outside agencies, community organizations, vendors, and the public.   PHYSICAL DEMANDS   This is sedentary work requiring the exertion of up to 40 pounds occasionally with a reasonable amount of force to frequently and/or constantly move objects; work requires climbing, stooping, reaching, grasping, and repetitive motions; vocal communication is required for expressing or exchanging ideas using the spoken word; hearing is required to perceive information at normal spoken levels; visual acuity is required for preparing and analyzing written or computer data, operation of machines, determining the accuracy and thoroughness of work and observing general surroundings and activities. WORK ENVIRONMENT   Office-Based Multitasking Environment: The Administrative Assistant Floater operates primarily within various office settings across different departments. This role requires adaptability to different departmental needs, environments, and tasks, often switching between responsibilities as needed. Customer Service and Public Interaction: A significant aspect of the job involves interacting with the public, including answering phones, handling inquiries, and processing payments. The Floater provides frontline customer service, requiring excellent communication skills, patience, and the ability to handle irate or difficult individuals calmly and professionally. Data Management and Administrative Support: The position involves managing records, entering data, and processing documents. This includes operating the city’s document imaging system (Laserfiche), maintaining filing systems, and ensuring accurate and timely data processing. Attention to detail and organizational skills are crucial for maintaining data integrity and supporting departmental operations. Financial Transactions and Cash Handling: In both the City Court and the Utility Billing Department, the Floater processes payments, receipts, and deposits. This requires a solid understanding of cash-handling principles, billing schedules, and financial accuracy to ensure all transactions are processed and recorded correctly. Collaboration and Team Support: The Administrative Assistant Floater collaborates with staff across departments to ensure seamless support and continuity of operations. Effective teamwork and the ability to quickly understand and respond to the needs of different departments are essential for success in this role. Flexible and Adaptive Work Style: The Floater must be highly adaptable, able to quickly learn new tasks, systems, and departmental procedures. This includes troubleshooting basic customer issues, making appropriate suggestions for resolution, and performing clerical and administrative work as needed. Stress and Conflict Management: Given the nature of the work, the Floater encounters frequent interruptions and must manage stress effectively. This includes handling diverse and sometimes challenging situations with professionalism and composure, adhering to department and city policies and procedures. Vehicle Use and Errands: The role occasionally requires operating a vehicle to run errands, necessitating a valid driver’s license and the ability to navigate to various locations. Schedule: This position is not remote. The Administrative Assistant Floater works during normal business hours of Monday – Friday, 8:00 am – 4:30 pm, but may need to adjust schedules to meet critical deadlines, support different departments, or handle urgent tasks. THE CITY OF LA VERGNE IS AN EQUAL OPPORTUNITY EMPLOYER AND DOES NOT DISCRIMINATE ON THE BASIS OF RACE, SEX, COLOR, RELIGION, NATIONAL ORIGIN, AGE, DISABILITY, OR VETERAN STATUS IN EMPLOYMENT OPPORTUNITIES.