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Office Administrator - Public Works

El Dorado, United States

Position Summary: Under the supervision of the Director of Public Works, the Office Administrator performs highly technical work in maintaining accurate records of all accounting transactions and the overall administrative operations of the Department of Public Works. The Office Administrator supervises the clerical administrative employees of the office of Director of Public Works and coordinates the administrative functions of the Noxious Weed and Facilities Management. This position deals with more complex issues and deals on a continuing basis with delicate, controversial, or confidential matters. Employees may also do research and prepare reports. Work requires the exercise of initiative, independent judgment and discretion in various duties. Problems and issues may be resolved at this level without reference to a higher authority, or policies, or guidelines.

Examples of Work (Essential Functions):

Answers and directs calls to the appropriate department or employee;
Assists with coordinating and providing administrative support as needed for special projects for the Department and for the County organization;
Coordinates activities with director or department head;
Coordinates the administrative functions and provides training and assistance to all administrative personnel of the various Department divisions;
Coordinates the implementation of the Department safety program and organizes regular safety training meetings;
Tracks employee attendance at training programs;
Directs public and clients as needed in preparation for meetings;
Gathers and prepares all mailing;
Maintains and submits monthly financial and statistical reports to various agencies as appropriate and necessary;
Orders supplies and commodities as necessary for departmental functions;
Prepares payment vouchers for all billings and statements received by the department;
Reviews and tabulates payroll hours, track hours, and maintains time and leave records;
Works with other agencies in gathering and submitting required paperwork;
Coordinates meetings for management and staff;
Prepares project bid specifications to mail out and performs tabulations;
Works with staff in preparation for road and/or bridge contracts, obtaining exemptions for certificates, signatures, bonding, and insurance;
Maintains records and tracks departmental personnel issues for hiring, orientation, training, separations, and reclassifications, performance evaluations, sick and vacation leave;
Coordinates employee drug and alcohol testing after accidents
Sets up new accounts at the Landfill and makes corrections and balances monthly Wasteworks software;
Keeps website current with content;
Handles special permits such as oversized loads, sewer connection permits;
Maintains and updates filing, inventory, mailings, and database systems, either manually or using a computer;
Reviews department’s budgets, controls expenditures, and provides input on revenue sources;
Issues and tracks payments to contractors for capital improvement projects;
Reviews monthly financial reports for various funds including road and bridge, noxious weed, landfill, buildings and grounds; tracks special funds such as special highway funds, road and bridge machinery and equipment fund;
Composes and publishes departmental legal notices;
Tracks reimbursements from other governmental agencies for grant funding and reporting, and Federal agency reimbursement;
Tracks payments to contractors and engineering firms;
Compiles statistical, financial, accounting or other reports and tables pertaining to such matters as transactions, expenditures, man hours and projects;

Examples of Work (Marginal Functions):

None.

Certificate, License: Valid driver's license.

Required Education and/or Experience: Two years related experience, High School Diploma or G.E.D.; or Associate’s degree; or equivalent combination of education and experience. Employee is expected to have acquired the necessary information and skills to perform the job reasonably well after six months in the position. Bookkeeping and supervisory experience.

Preferred Education and/or Experience: Three years related experience, High School Diploma or G.E.D.; or Associate’s degree and one year experience; or an equivalent combination of education and experience.

Abilities, Knowledge, Skills:

Ability to be self-motivated and function independently;
Ability to reliably and predictably carry out duties;
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals;
Ability to write routine reports and correspondence;
Ability to speak effectively before groups of customers or employees of an organization;
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume;
Ability to apply concepts of basic algebra and geometry;
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists;
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form;
Ability to convey and receive detailed or important instructions and information to and from other workers and the general public;
Knowledge in general office and administrative operation and procedures;
Knowledge of accounting principles, office management and computer operation required;
Skill in interpersonal, oral and written communication.

Problem Solving: Problem solving exists in this position. Problems include dealing with citizen concerns and complaints and maintain accurate department records.

Decision Making: Decision-making exists in this position. Handling of confidential information. Decisions include setting priorities for work assignments, purchasing of supplies and handling public and client inquires.

Accountability: Employee does not have budgetary control of the department, but does participate in determining annual department budget needs and the grant process.

Supervision: Supervision is provided and job related decisions are reviewed by the Public Works Director. Employee has supervisory responsibility over subordinate personnel. Is responsible for the overall direction, coordination, and evaluation of a department or function. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include supervising direct reports through coaching, interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

Personal Relationships: Continual contact with other county departments, public officials, department employees and the general public. Must be able to perform under stressful situations

Working Conditions: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the employee is not regularly exposed to adverse conditions. The noise level in the work environment is usually moderate.

Physical Requirements: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the employee is regularly required to sit; use hands to finger, grasp, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stand; walk; climb or balance and stoop, kneel, crouch, or crawl. Lifting, moving, pushing or pulling up to 10 pounds does not generally occur. Specific vision abilities required by this job include close vision, color vision, depth perception and ability to adjust focus, distance vision. Sustained movements of the wrist, hands and/or fingers in typing or otherwise working primarily with the fingers rather than the whole hand or arm.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all essential functions, marginal functions, responsibilities, duties, and skills required of personnel so classified in this position.

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