Administrative Assistant for Operations of Public Works
United States
Full Time
Mid Level
Job Title: Administrative Assistant FLSA: Hourly/Non-Exempt
Department: Operations / Public Works Reports to: Operations Manager
Salary Range: $17.00 - $22.00 / Hour
Notice:
This job description should not be interpreted as all inclusive. It is intended to identify the major responsibilities and requirements of this job. The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification. Any essential function or requirement of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA).
General Purpose:
Under the general supervision of Public Works Operations Manager, the administrative assistant performs routine and complex clerical, secretarial and administrative work in keeping official records, answering phones, receiving the public, providing citizen assistance, work order management, timekeeping, data processing and bookkeeping.
Essential Functions:
- Answer incoming calls for all Public Works Departments including Street, Utilities (water/sewer), Power and Light, Sanitation, Engineering and Heavy Construction. Respond to messages promptly and routing callers appropriately to other city departments as needed.
- Issue work orders using internal software for various construction, maintenance and repair work, dispatching crews for emergent concerns. Monitor work orders for follow up, completion and accuracy.
- Issue work orders for water and electric meter installs for new construction projects, verifying city and county inspection records.
- Maintain inventory of construction hydrant meters, checking meters in and out to contractors working within the city’s water system. Maintain accurate records of meters in stock. Ensure meters returned are reported to utility billing for deposit refund.
- Prepare and maintains employee time and attendance records ensuring accuracy and payroll deadlines are met.
- Maintain records of financial transactions, requisition purchase orders, submit invoices for payment and reconcile credit card transactions.
- Procure department materials and supplies.
- Perform data entry, filing, and document proofreading to maintain accurate records.
- Compose, type, and edit a variety of correspondence, reports, memoranda, and other material requiring judgment as to content, accuracy, and completeness.
- Employee may serve on employer advisory committees.
- Performs all other duties as assigned.
Knowledge, Abilities and Skills:
- Excellent organizational skills with the ability to multitask effectively.
- Demonstrated time management skills to prioritize tasks.
- Strong computer literacy including proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), data entry and analysis.
- Working knowledge of electronic data processing; working knowledge of modern office practices and procedures; basic working knowledge of accounting principles and practices.
- Ability to effectively meet and deal with the public.
- Ability to understand and communicate effectively verbally and in writing.
- Ability to handle stressful situations.
- Ability to apply the qualities of tact, poise and friendliness; to work cooperatively with others; to concentrate against distractions; to perceive clerical errors, to remember a variety of items in detail.
Minimum Qualifications:
- Graduation from a high school or GED equivalent with specialized course work in general office practices such as typing, filing, accounting and bookkeeping, and
- Two (2) years of increasingly responsible related experience, or any equivalent combination of related education and experience.
- Notary Public or ability to obtain one at the time of hire.
- Valid Oklahoma State Driver License or ability to obtain one at time of hire.
- Must be insurable by city’s insurance carrier.
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.
Work is performed mostly in office settings. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, feel or operate objects, tools, or controls and reach with hands and arms. The employee frequently is required to stand and talk or hear. The employee is occasionally required to walk; sit; climb or balance, stoop, kneel, crouch, or crawl, and taste or smell.
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.
While performing the duties of this job, the employee occasionally works in outside weather conditions. The employee occasionally works near moving mechanical parts and in high, precarious places and is occasionally exposed to wet and/or humid conditions, fumes or airborne particles, toxic or caustic chemicals, risk of electrical shock, and vibration. The noise level in the work environment is usually quiet to moderate.
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