Administrative Support Specialist

ESSENTIAL JOB FUNCTIONS : Works under the general direction of the Memphis Animal Shelter (MAS) Director to provide advanced administrative and clerical support to ensure efficient daily operations within the department. Provides administrative support to management and departmental staff. Drafts prepares and processes contracts for veterinary clinics service providers and contractors in compliance with City of Memphis requirements. Processes incoming invoices from veterinary clinics and contractors under City contracts. Tracks contract execution renewal dates and compliance milestones. Maintains and updates spreadsheets and electronic filing systems related to contracts invoices vendors and donations. Receives and processes weekly MAS mail including official reports and licensing documents. Prepares and manages office supply orders for MAS administrative functions. Responds professionally to calls from contractors vendors veterinary clinics and the public regarding animal services inquiries. Collaborates with supervisors by monitoring UKG timeclock entries ensuring updates and approvals.

OTHER FUNCTIONS :

1. Performs additional functions (essential or otherwise) which may be assigned.

TYPICAL PHYSICAL DEMANDS : Must be able to communicate clearly both verbally and in writing. Requires the ability to operate a personal computer and to utilize various office software applications. Requires some lifting and carrying objects such as office supplies weighing up to 15 lbs.

TYPICAL WORKING CONDITIONS : Work is performed in an animal care facility.

MINIMUM QUALIFICATIONS : Associates degree in Business Administration Office Management or closely related field and two (2) years of administrative or contract management experience; or any combination of experience and training which enables one to perform the essential job functions. Bachelors degree preferre d.

The City Charter requires that City Employees must establish residence within Shelby County within six (6) months from date of Employment. Proof of residence will be required at the time of hire. The City Charter requires that City Employees with the EXECEPTION of first responders must establish residence within Shelby County within six (6) months from their date of Employment. Proof of residence will be required at the time of hire. As defined by Tennessee House Bill 105 first responder means paid full-time law enforcement officers firefighters and emergency medical personnel and dispatchers of law enforcement fire and emergency medical service departments.

The City of Memphis is committed to providing access and reasonable accommodation in its services programs activities and employment for individuals with disabilities. To request disability accommodation in the application process contact the Office of Talent Management at .

Additional Information

Compensation

Required Experience :

IC

Key Skills

Children Activity,Access Control,Human Resources Administration,Government,Actuary,Hydraulics

Employment Type : Full Time

Experience : years

Vacancy : 1