Administrative Assistant - Public Works
JOB TITLE: Administrative Assistant
DEPARTMENT: Public Works
DIVISION: Engineering/Streets/Airport/Waste Water Treatment
IMMEDIATE SUPERVISOR: City Engineer/Public Works Director
DIRECTION OF OTHERS: None
EDUCATION, TRAINING & EXPERIENCE REQUIRED: Associate of Arts Degree with a minimum of four years office and computer experience or equivalent combination of education and experience.
NATURE OF WORK: Performs a variety of general secretarial, bookkeeping and clerical assignments with considerable independent judgment.
WORK PERFORMED/AREAS OF RESPONSIBILITIES:
I. Contributes in a timely manner to effective communication of data, information and reports relating to the Public Works Department activities and functions.
A. Composes correspondence in accordance with standard policies.
B. Takes and transcribes dictation, consisting of letters, statements,
articles,memoranda and other materials.
C. Types technical material for the drafting or ordinances, resolutions,
contracts, agreements, and specifications.
D. Prepares deeds, easements, complaints, replies and general correspondence from copy, dictation or knowledge.
E. Types and assembles project manuals for all construction bid
II. Performs search of documents for preparation and compiling of data for administrative analysis and reports.
A. Prepares work sheets and tables.
B. Makes various computations on materials assembled.
III. Performs record keeping and bookkeeping duties to assure fiscal and administrative control of Department activities and obligations.
A. Maintains fiscal, administrative and general records.
B. Prepares and enters payroll on City computerized Payroll system, and maintains related time keeping records and reports.
C. Keeps records of salary, vacation, sick leave and other personnel files.
D. Prepares and enters accounts payables on City computerized A/P system.
E. Prepares billings and invoices.
F. Orders materials and commodities.
G. Establishes and maintains database, correspondence and records
for city boulevard tree program.
IV. Establishes and maintains file system to provide easy access to records and documents.
A. Catalogs, classifies and files materials and records.
V. Performs all other job-related activities as necessary.
EXTENT AND TYPE OF INTERACTION WITH PUBLIC:
I. Helps develop public understanding of work and activities of the department.
A. Responds to citizen questions and requests for materials and
B. Responds to phone requests and refers callers to other staff members.
C. Provides information to the public on Department functions and services.
D. Provides backup coverage and assistance with phone and counter
service relating to adjoining departments (Bldg. Insp. & Econ. Dev.)
E. Takes and transcribes minutes for Shade Tree Commission along with typing and mailing all correspondence relative to the Commission.
EQUIPMENT AND TOOL OPERATION:
I. Employee must be capable of operating miscellaneous tools and equipment relative to this position which shall include but may not be limited to: communication equipment, computers, copy machines, fax machines, and calculators.
WORKING HOURS AND CONDITIONS:
I. Hours may vary, but generally 8:00 a.m. to 5:00 p.m., Monday through Friday. This is a non-exempt position and does accrue overtime.
II. Indoor working environment with frequent contact with the general public.
III. As approved by the Director of Public Works and availability of funds, continuing education and training will be provided to ensure a competent level of ability to perform the duties of this position and to allow maintenance of required licenses and certifications.
In compliance with the Americans With Disabilities Act the following represents the Physical and Environmental Demands: This position requires an equal amount of time spent standing, walking, and sitting. Lifting, pushing/pulling, or carrying objects weighing up to twenty-five (25) pounds is sometimes required, with a maximum of forty (40) pounds infrequently required. Climbing, stooping, kneeling, crouching, crawling, twisting, and bending are sometimes required. Repetitive movements of the hands are sometimes required. Audio, visual, and verbal functions are essential functions to performing this position. The majority of the workday is spent indoors.