Description

Under direction, the purpose of the position is to perform a wide variety of administrative support functions for various functions of the city’s Public Works Department.  Employees in this class process multiple administrative support and secretarial tasks of a routine to moderately complex nature, and may provide direction to the Public Works Operations Administrative Assistant.  Performs related work as required.

SPECIFIC DUTIES AND RESPONSIBILITIES

EXAMPLES OF ESSENTIAL FUNCTIONS

Prepares various documentation including but not limited to; purchase requisitions, progress reports, agenda briefings, work orders, correspondence, posting notices of bid openings and public hearings.

Maintains and updates various reports, records and documentation including but not limited to; daily readings, lift station check lists, daily residual sheets, information for State reporting purposes, attendance records, on-call rosters, department lists, time sheets and overtime records.

Maintains department personnel records; submits training information to employees; registers employees for training.

Maintains department calendar, to include planning, scheduling and coordinating appointments, and arranging airline and hotel reservations.

Responds to inquiries concerning departmental activities from the public, visitors, and other entities via telephone, in person, and in writing.

Assists with the preparation of documents for Board and Commission including posting public notices.

Organizes and assigns lockers for all department work crews; maintains/orders uniforms for department work crews.

Notarizes documents for department personnel and citizens.

Obtains price quotes on supplies and materials; purchase supplies/materials; submits purchasing documents/requisitions, and/or invoices to Finance.

Delivers and/or retrieves various items as needed, i.e., mail, work orders, supplies.

Performs records retention management duties, i.e., filing of documentation, contracts, and related duties.

Answers questions and provides information relative to assigned area of responsibility; responds to inquiries and complaints in a timely and efficient manner.

Maintains and updates records on special projects; compiles reports concerning such as directed.  Calculates various items such as daily well differentials, unaccounted water, and daily flow data.

Trains and provides administrative direction to the Public Works Operations Administrative Assistant.

Researches special topics as directed.

The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification.  It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.

MARGINAL FUNCTIONS

While the following tasks are necessary for the work of the unit, they are not an essential part of the purpose of this position and may also be performed by other unit members.

Performs related duties as required.

Requirements

High school diploma or GED; supplemented by three (3) years of progressively responsible experience in performing administrative support work; or an equivalent combination of education, training, and experience.

SPECIAL REQUIREMENTS

Incumbent required to serve as a Notary Public.

PERFORMANCE APTITUDES

Data Utilization: Requires the ability to evaluate, audit, deduce, and/or assess data and/or information using established criteria.  Includes exercise of discretion in determining actual or probable consequences, and in referencing such evaluation to identify and select alternatives.

Human Interaction: Requires the ability to provide guidance, assistance, and/or interpretation to others on how to apply procedures and standards to specific situations.

Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to start, stop, operate, and monitor the functioning of equipment and materials requiring complex and/or rapid adjustments. 

Verbal Aptitude: Requires the ability to utilize a wide variety of descriptive data and information, such as legal descriptions, agenda items, and policy and procedure manuals.

Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; calculates decimals and percentages.

Functional Reasoning: Requires ability to apply principles of rational systems. Ability to interpret instructions furnished in written, oral, diagrammatic, or schedule form.  Ability to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.

Situational Reasoning: Requires the ability to exercise the judgment, decisiveness, and creativity required in situations involving evaluation of information against measurable or verifiable criteria.

ADA COMPLIANCE

Physical Ability: Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing, and/or pulling of objects and materials of light weight (5-10 pounds).  Tasks may involve extended periods of time at a keyboard or work station.

Sensory Requirements: Tasks require visual perception and discrimination.  Tasks require oral communications ability.

Environmental Factors: Tasks are regularly performed without exposure to adverse environmental conditions.