PUBLIC WORKS ADMINISTRATIVE ASSISTANT

GENERAL PURPOSE

Perform administrative duties including a variety of routine and complex clerical, administrative and data processing work in addition to more specific departmental duties including assisting supervisors with work order schedules and maintaining reports. An employee in this position must exercise initiative and judgement in performing required tasks.

SUPERVISION RECEIVED

Works under the direct supervision of the Public Works Administrator and the direction of the Public Works Director and Public Works Assistant Director.

ESSENTIAL DUTIES AND RESPONSIBILITIES

· Greets incoming public, citizens, salespersons, employees, etc.

· Receives and routes incoming correspondence via phone, email, etc.

· Responsible for requests and complaints of citizens; answers questions or concerns and provides general information.

· Prepares daily, weekly, and monthly reports of the department and sub-department activities.

· Creates notices, memorandums, forms, and reports regarding communication with the public.

· Organizes and maintains department filing system including applications; plans & specifications; reports, meeting agendas & minutes; time sheets; work orders; and other department documents. It is the responsibility of this position to ensure all department and division records, general correspondence, and other communications are filed and or scanned systematically and maintained accurately.

· Issues work orders to individual departments; tracks progress of work orders including New Meter and Tap installations.

· Maintains personnel files including employee evaluations and/or recommendations.

· Maintains Blackboard system regarding staff information and announcements.

· Maintains building permits as they pertain to water, sewer, streets, and drainage as well as ensure the proper signatures are collected for return in a timely manner.

· Submits and handles Mississippi One (811) locates daily. Monitors emergency, short notice, and normal requests.

· Handles payroll documentation, sick leave, compensation over-time, vacation and all administrative actions pertaining to employees in the Public Works Department.

· Monitors departmental security system.

· Maintains fuel tickets including records of gas and diesel used throughout the department.

· Maintains records of community service and reports hours worked to the Court.

· Maintains Public Works calendar and schedules meetings for the Director, Assistant Director, and Administrator.

· Any other duties as assigned by the Director, Assistant Director, and Administrator.

NECESSARY KNOWLEDGE, SKILLS, AND ABILITIES

· Knowledge of the principles and practices of effective customer service and customer-oriented telephone etiquette.

· Knowledge of office administrative practices and procedures, including file and document management procedures and practices.

· Knowledge of advanced uses of word processing, graphics, spreadsheet, database, and other software to create documents and materials requiring the interpretation and manipulation of data.

· Knowledge of city organization and basic information regarding ordinances, rules, policies, procedures, and operating practices applicable to providing telephone reception

· Knowledge of city administrative policies and procedures applicable to areas of assigned responsibility, including the requisitioning and purchasing of equipment and supplies and maintenance of public records.

· Ability to interpret, apply, explain, and reach sound decisions in accordance with regulations, policies, and procedures.

· Ability to type accurately at a speed necessary to meet the requirements of the position.

· Correct English usage, including spelling, grammar, and punctuation.

· Maintain strict confidentiality of privileged information.

· Use a high degree of tact, diplomacy, and discretion in dealing with sensitive and confidential situations and concerned internal and external parties.

· Ability to establish and maintain highly effective working relationships with the department directors and managers, staff, residents, representatives of civic and community groups, the media, the public, and others encountered in the course of work.

· Ability to communicate effectively verbally and in writing.

· Ability to work under pressure and/or frequent interruptions.

· Ability to perform arithmetic computations accurately and quickly.

· Ability to work with angry and difficult citizens.

EDUCATION AND EXPERIENCE

High school diploma or GED equivalent required. Preferred associate’s degree from an accredited college or university with 2+ years’ experience in clerical and administrative work.

PHYSICAL DEMANDS

The physical demands described here are representative of those an employee encounters in order to successfully perform 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 is frequently required to sit; speak and hear, to use close vision and ability to adjust focus; accordingly, to use hands and fingers to handle or operate objects or tools including but not limited to telephone, computer keyboard, computer mouse; and to reach with hands and arms. The employee is occasionally required to walk, to stand; to lift and/or move up to 20 pounds.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation(s) may be made to enable individuals, in some cases, with disabilities, to perform essential functions. The noise level in the work environment is usually moderate to quiet.

SELECTION GUIDELINES

Formal application, rating of education and experience; oral interview and reference check; job related tests may be required. The duties listed above are intended only as illustrations of the various types of work that may be performed.

Note: The omission of specific statements of duties does not exclude them from the position if the work is similar or a logical assignment to the position.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Pay: $15.08 - $15.93 per hour

Benefits:

• Dental insurance
• Health insurance
• Retirement plan

Work Location: In person