Public Works Administrative Assistant FT - Washington City

Title: Administrative Assistant Department: Public Works Division: Administration

Annual Pay Range: $47,399 - 59,248 (DOE)

GENERAL PURPOSE

Independently performs a wide variety of specialized, complex administrative duties in support of the Public Works Department for Washington City. Researches complex topics, policies, and procedures as needed to facilitate operational goals. Advises team members and others on developments which are important to or may impact the department. Provides solid customer service in a liaison role between the public and the department as well as other departments within the City.

SUPERVISION RECEIVED

This position works under general supervision of the Public Works Office Manager.

SUPERVISION EXERCISED

No supervision exercised.

ESSENTIAL FUNCTIONS

Answer and direct phone calls, assist customers both in person and by phone, provide information to callers, deal with queries from the public and customers, receive and sort mail and deliveries, schedule appointments, enter work orders in Cartegraph, notify departments when emergencies arise. Answer questions and provide information and assistance to other departments, outside agencies, and the public; may serve as the departmental liaison and resolve complaints.

Provide administrative and clerical support to Directors, Managers and Supervisors in the Public Works Department. Maintains calendar, schedules meetings and appointments for supervisory personnel; apprises supervisors of activity schedule and coordinates with department management. Compiles and types administrative material and correspondence including reports, letters, memos, schedules, documents etc.; composes correspondence, reports, statements, and other material requiring judgment as to content, accuracy and completeness. Takes and transcribes minutes for Public Works meetings.

Cartegraph - create work orders, notify departments of emergencies, set up construction sites, run reports for supervisors, scan sewer cards attaching to lots, and keep records up to date.

City Inspect - be the gatekeeper for the Public Works Department; ensuring all submitted plans are complete and include all required documents. Monitor encroachment and grading permits for accuracy and receive payments on grading permits and restoration bonds.

Keep the City website updated with Public Works projects.

Compile and enter timecards for the Public Works Departments checking for accuracy and getting with supervisors to correct discrepancies. Submit to Payroll in a timely manner.

Scan documents for record retention as per City policy and complete G.R.A.M.A. requests from the City Recorder.

Manage fire hydrant meters; checking meters in and out, collecting deposits, getting monthly reads when on account, collecting payment on return of meter, verifying any damage, and input meter readings monthly for billing.

Work with the Water Department on My Water Advisor; monitoring leak alarms, contacting customers and doing following up calls.

Track all subdivision and project bonding. When accepting bonds ensure all public improvements are included. Notify inspectors when warranty bonds are up for expiration so they can complete final inspections, once approved I release the bonds and submit proper paperwork to bonding agencies. Complete acceptance and release letters. Work with bonding companies when having to attach a contractor's bond. Submit reports for public improvements accepted to the Finance Department for GASBE34 requirements yearly.

Prepares departmental invoices and purchase orders as needed.

Operates computer terminal as needed to create, maintain and retrieve various statistics, reports and information, maintains various files, documents and records; maintains alpha and numeric files for each file item and updates as needed, may prepare various state and federal reports. Operate various office machines including photo-copy machines and scanners.

Keep notary up-to-date and notarize signatures when needed.

MINIMUM QUALIFICATIONS

1. Education and Experience:

A. Graduation from high school;

AND

B. Minimum of Four (4) years full time paid increasingly responsible secretarial and general clerical experience related to project management, data management, and office support, including a minimum of two (2) years full time experience in two or more of the following: research, accounting/bookkeeping, data collection, and analysis and/or presentation prepared on spreadsheet software;

OR

C. An equivalent combination of education and experience.

2. Knowledge, Skills and Abilities:

Working knowledge of modern office terminology and procedures, telephone techniques, and time management skills; human relations and organizational skills; letter and report composition; grammar and punctuation; and computer software applications, including word processing, spreadsheets, and database programs; considerable knowledge of the organization and structure of the department and municipal governments.

Ability to type 60 words per minute (net); demonstrate tact and discretion in preparing, disclosing, and handling information of a confidential, controversial, and sensitive nature; establish work priorities and remain flexible; efficiently respond in a calm and effective manner to a variety of demands and projects; demonstrate effective verbal and written communication skills; meet established deadlines; coordinate information, arrangements, and correspondence with minimal review; establish and maintain good working relationships with all levels of City staff and the public; provide courteous information and service to the public and other City staff; work independently and make sound decisions; learn, retain, and use technical terminology, equipment, and computer applications.

3. Work Environment:

Tasks require a variety of physical activities, generally involving muscular strain, related to walking, standing, stooping, sitting, reaching and lifting. Talking, hearing and seeing are essential to performing required job functions. Common eye, hand, finger dexterity exist. Mental application utilizes memory for details, verbal instructions, emotional stability and discriminating thinking. Daily local travel required in the normal course of job performance.

As per Washington City policy and/or procedures, a background check, and drug screening evaluation will be required for potential new hire candidates prior to an offer of employment. I understand that if I am under the age of 18, I must have my parent or my legal guardian grant their permission for the background check and drug screening test to be performed.