Knoxville's Community Development Corporation
Administrative Support Specialist
Knoxville's Community Development Corporation, Knoxville, Tennessee, United States, 37917
Job Description
Job Description Description:
SUMMARY
Under the supervision of the Chief Strategic Officer and the Chief Financial Officer, the Administrative Support Specialist provides high-level administrative assistance to executive and professional staff. The incumbent also provides general clerical assistance supporting KCDC’s planning and development operations.
All activities must support Knoxville’s Community Development Corporation’s (“KCDC” or “Authority”) mission, strategic goals, and objectives.
SUPERVISORY RESPONSIBILITIES
The Administrative Support Specialist is a non-supervisory classification.
ESSENTIAL DUTIES AND RESPONSIBILITIES The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties, and skills may be required and assigned, as needed.
Serves as a liaison to banking and investment service providers, coordinating establishment and maintenance of accounts and investment registers, payment of contract and applicable fees, communication of information, security administration of on-line banking and courier system, and information reporting. Coordinates audit process to include management of contracts; distribution and compilation of questionnaires; preparing confirmation letters; and additional organization, distribution and compilation of information as required. Submits compiled information to external parties, including: budgets and revisions, financial statements, bond and arbitrage reporting, contracts, insurance, and special projects. Prepares, compiles, and distributes information to internal parties, including: meeting minutes, board resolutions, travel requests, vehicle allowances, and vehicle fringe benefit memos. Conducts research, analyzes and compiles data, and creates reports and presentations of information for use by executives during strategic planning, budget workshops, and other special projects. Creates and maintains various executive and professional-level records management systems. Scans documents from areas such as finance and administration, contracts, risk management, legal, housing, and redevelopment services. Proofreads and verifies executive and professional-level documents. Reads and analyzes incoming memos, submissions, and reports; routes and distributes, as appropriate. Opens, sorts, and distributes incoming correspondence, including faxes and email. Files and retrieves corporate documents, records, and reports. Prepares responses to correspondence containing routine inquiries. Prepares agendas, schedules arrangements for committee, Board, and other meetings. Attends meetings to record minutes as required. Meets with individuals, special interest groups, and others on behalf of executive and professional staff as requested. Coordinates and directs office services, such as records and budget preparation, personnel, and housekeeping. Prepares invoices, payment requests, reports, memos, letters, and other documents, using word processing, spreadsheet, database, and/or presentation software. Performs general office duties such as ordering supplies and performing basic bookkeeping work as requested. Establishes and maintains administrative policies and procedures for effective office management. Reviews operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures. Manages schedules and travel arrangements for executives and professional staff as requested. Assists in the establishment and maintenance of effective and efficient office management policies and procedures. Files, prepares, and routes receivable and payable documents. Performs related work as required.
Requirements:
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of office and records management practices and procedures. Knowledge of business English, spelling, and grammar. Skill in utilizing personal computer software applications including Microsoft Word, Excel, Access, PowerPoint, Outlook, Adobe Acrobat, and the Internet. Ability to operate common office equipment such as a scanner, facsimile machine, multi-function printer, tape recorder, copier, and calculator. Ability to prioritize and coordinate work activities. Ability to organize and maintain administrative, fiscal, and general records. Ability to interpret and implement policies and procedures in complex, sensitive, and new situations. Ability to make responsible and independent decisions in accordance with established policies and procedures. Ability to analyze problems and make recommendations for resolution. Ability to collect, analyze, interpret, and report data in various formats, derived from a variety of sources. Ability to organize information in a manner that is easily identifiable and retrievable. Ability to communicate effectively, both orally and in writing, with stakeholders, other agencies, and staff. Ability to establish and maintain effective working relationships with multiple internal and external parties. Ability to manage and protect confidential information.
BEHAVIORAL COMPETENCIES This position requires the incumbent to exhibit the following behavioral skills:
Effective Communication: Employee is prepared, clear, concise, and organized in all facets of communication in order to fully establish understanding. Actively listens and understands the audience to adapt message appropriately. Communicates information with appropriate personnel in a timely manner.
Customer Service: Provides timely, courteous, and quality service to all internal or external customers by anticipating individual needs, following through on commitments and ensuring that our customers have been heard.
Initiative: Proactively seeks solutions to resolve unexpected challenges. Actively assists others without formal/informal direction. Possesses the capacity to learn and actively seeks developmental feedback. Applies feedback for continued growth by mastering concepts needed to perform work.
Job Knowledge: Exhibits requisite knowledge, skills, and abilities to perform the position effectively. Demonstrates knowledge of policies, procedures, goals, objectives, operational entities, requirements, and activities as they apply to the assigned organizational entity of the Authority. Uses appropriate judgment & decision making in accordance with level of responsibility.
Responsiveness and Accountability: Demonstrates a high level of conscientiousness. Holds oneself personally responsible for one's own work and does fair share of work.
Teamwork: Employee balances team and individual responsibilities. Exhibits objectivity and openness to others' views and gives and welcomes feedback. Contributes to building a positive team spirit; puts success of team above own interests; and supports everyone's efforts to succeed.
EDUCATION AND EXPERIENCE
High School Diploma or GED and a minimum of three (3) years providing executive administrative support in a construction and development setting. An equivalent combination of education and experience may be considered.
CERTIFICATES, LICENSES, AND REGISTRATIONS
No special requirements at appointment.
Some positions may require possession of a valid driver’s license and the ability to be insurable under the Authority’s automobile insurance plan at the standard rate.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
To perform this job successfully, the employee is frequently required to remain in a stationary position. Daily movements include sitting; standing; reaching and grasping; operating computers and other office equipment; moving about the office; and attending onsite and offsite meetings. The employee must be able to exchange information in person, in writing, and via telephone. The employee must occasionally transport up to 25 pounds.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Office environment. The noise level in the work environment is moderate.
Job Description Description:
SUMMARY
Under the supervision of the Chief Strategic Officer and the Chief Financial Officer, the Administrative Support Specialist provides high-level administrative assistance to executive and professional staff. The incumbent also provides general clerical assistance supporting KCDC’s planning and development operations.
All activities must support Knoxville’s Community Development Corporation’s (“KCDC” or “Authority”) mission, strategic goals, and objectives.
SUPERVISORY RESPONSIBILITIES
The Administrative Support Specialist is a non-supervisory classification.
ESSENTIAL DUTIES AND RESPONSIBILITIES The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties, and skills may be required and assigned, as needed.
Serves as a liaison to banking and investment service providers, coordinating establishment and maintenance of accounts and investment registers, payment of contract and applicable fees, communication of information, security administration of on-line banking and courier system, and information reporting. Coordinates audit process to include management of contracts; distribution and compilation of questionnaires; preparing confirmation letters; and additional organization, distribution and compilation of information as required. Submits compiled information to external parties, including: budgets and revisions, financial statements, bond and arbitrage reporting, contracts, insurance, and special projects. Prepares, compiles, and distributes information to internal parties, including: meeting minutes, board resolutions, travel requests, vehicle allowances, and vehicle fringe benefit memos. Conducts research, analyzes and compiles data, and creates reports and presentations of information for use by executives during strategic planning, budget workshops, and other special projects. Creates and maintains various executive and professional-level records management systems. Scans documents from areas such as finance and administration, contracts, risk management, legal, housing, and redevelopment services. Proofreads and verifies executive and professional-level documents. Reads and analyzes incoming memos, submissions, and reports; routes and distributes, as appropriate. Opens, sorts, and distributes incoming correspondence, including faxes and email. Files and retrieves corporate documents, records, and reports. Prepares responses to correspondence containing routine inquiries. Prepares agendas, schedules arrangements for committee, Board, and other meetings. Attends meetings to record minutes as required. Meets with individuals, special interest groups, and others on behalf of executive and professional staff as requested. Coordinates and directs office services, such as records and budget preparation, personnel, and housekeeping. Prepares invoices, payment requests, reports, memos, letters, and other documents, using word processing, spreadsheet, database, and/or presentation software. Performs general office duties such as ordering supplies and performing basic bookkeeping work as requested. Establishes and maintains administrative policies and procedures for effective office management. Reviews operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures. Manages schedules and travel arrangements for executives and professional staff as requested. Assists in the establishment and maintenance of effective and efficient office management policies and procedures. Files, prepares, and routes receivable and payable documents. Performs related work as required.
Requirements:
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of office and records management practices and procedures. Knowledge of business English, spelling, and grammar. Skill in utilizing personal computer software applications including Microsoft Word, Excel, Access, PowerPoint, Outlook, Adobe Acrobat, and the Internet. Ability to operate common office equipment such as a scanner, facsimile machine, multi-function printer, tape recorder, copier, and calculator. Ability to prioritize and coordinate work activities. Ability to organize and maintain administrative, fiscal, and general records. Ability to interpret and implement policies and procedures in complex, sensitive, and new situations. Ability to make responsible and independent decisions in accordance with established policies and procedures. Ability to analyze problems and make recommendations for resolution. Ability to collect, analyze, interpret, and report data in various formats, derived from a variety of sources. Ability to organize information in a manner that is easily identifiable and retrievable. Ability to communicate effectively, both orally and in writing, with stakeholders, other agencies, and staff. Ability to establish and maintain effective working relationships with multiple internal and external parties. Ability to manage and protect confidential information.
BEHAVIORAL COMPETENCIES This position requires the incumbent to exhibit the following behavioral skills:
Effective Communication: Employee is prepared, clear, concise, and organized in all facets of communication in order to fully establish understanding. Actively listens and understands the audience to adapt message appropriately. Communicates information with appropriate personnel in a timely manner.
Customer Service: Provides timely, courteous, and quality service to all internal or external customers by anticipating individual needs, following through on commitments and ensuring that our customers have been heard.
Initiative: Proactively seeks solutions to resolve unexpected challenges. Actively assists others without formal/informal direction. Possesses the capacity to learn and actively seeks developmental feedback. Applies feedback for continued growth by mastering concepts needed to perform work.
Job Knowledge: Exhibits requisite knowledge, skills, and abilities to perform the position effectively. Demonstrates knowledge of policies, procedures, goals, objectives, operational entities, requirements, and activities as they apply to the assigned organizational entity of the Authority. Uses appropriate judgment & decision making in accordance with level of responsibility.
Responsiveness and Accountability: Demonstrates a high level of conscientiousness. Holds oneself personally responsible for one's own work and does fair share of work.
Teamwork: Employee balances team and individual responsibilities. Exhibits objectivity and openness to others' views and gives and welcomes feedback. Contributes to building a positive team spirit; puts success of team above own interests; and supports everyone's efforts to succeed.
EDUCATION AND EXPERIENCE
High School Diploma or GED and a minimum of three (3) years providing executive administrative support in a construction and development setting. An equivalent combination of education and experience may be considered.
CERTIFICATES, LICENSES, AND REGISTRATIONS
No special requirements at appointment.
Some positions may require possession of a valid driver’s license and the ability to be insurable under the Authority’s automobile insurance plan at the standard rate.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
To perform this job successfully, the employee is frequently required to remain in a stationary position. Daily movements include sitting; standing; reaching and grasping; operating computers and other office equipment; moving about the office; and attending onsite and offsite meetings. The employee must be able to exchange information in person, in writing, and via telephone. The employee must occasionally transport up to 25 pounds.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Office environment. The noise level in the work environment is moderate.