Administrative Assistant

JOB DESCRIPTION

JOB SUMMARY: The overall purpose and general responsibilities of the job.

Provides exceptional customer service while managing inbound and outbound calls professionally. Plus, handling correspondence with customers via email to resolve inquiries and issues. Provides administrative and technical support in preparing departmental correspondence, statistical reports, research, inventory and asset management, data management and performs other work-related duties as assigned. 

ESSENTIAL JOB FUNCTIONS: The fundamental duties and tasks that define the job.

• Provides exceptional customer service
• Ability to handle both inbound and outbound calls professionally, managing a high volume of customer interactions.
• Corresponds with customers via email to resolve inquiries and issues 
• Prepare work orders for Public Works departments
• Entering and updating data accurately and efficiently
• Utilizes Microsoft Office applications, including Excel, Outlook, PowerPoint, and Word
• Prepares and proofreads departmental notifications, letters, memos, reports, and correspondence
• Monitors usage and prepares purchase orders for office, janitorial and safety supplies
• Assist in gathering data to complete utility reports for various governmental agencies
• Monitors records relating to cross-connection, ensuring inspection requirements are current
• Maintains departmental inventory/bench stock and fixed asset files, reports, and records.
• Maintains City fleet and facility records, reports, and maintenance schedules.
• Assists with transfer of utility billing data at schedule intervals to facilitate monthly billing procedures.
• Performs related duties as assigned.

SECTION II – JOB DIMENSIONS

CONTACTS: Nature of contacts, external relationships, and internal relationships.

Provides general and technical information regarding public works and utility services, reports and statistics and occasionally deals with hostile/irate individuals. 

Internal Contacts: Constant contact with departmental personnel.

External Contacts: Frequent contact with citizens and other individuals face to face and over the telephone to provide information regarding operations

DIFFICULTY: Judgment, initiative, and decision-making.

Judgment is necessary in selecting appropriate established guidelines to follow. Interpretation of general administrative operational policies and procedures is sometimes necessary. Significant deviations require prior approval.

RESPONSIBILITY: Supervision given accountability, safety, budgeting, spending authority and confidentiality.

Primary responsibility for day-to-day supervisory duties in directing department activities. Job has impact on City operations, budget, and public image. 

GUIDANCE: Supervision received and level of independence.

Employee receives direction when performing the essential job functions. Work is performed in accordance with established guidelines or procedures.

WORKING CONDITIONS: Working environment and other conditions of employment.

Working conditions are primarily in an office environment. Exposure to moderate levels of fumes, oils, lubricants, and cleaners daily with limited exposure to risks controlled by safety precautions.

SECTION III - JOB REQUIREMENTS

EDUCATION AND EXPERIENCE: Minimum requirements for formal education and job-related experience.

High school diploma or General Education Development (GED) Certificate and 3 years of administrative work experience; or an equivalent combination of education and/or related experience.

SKILLS, KNOWLEDGE AND ABILITIES: Utilized in the performance of the essential functions of the job.

• Strong verbal and written communication skills
• Proficiency in using databases, spreadsheet software packages, or word processing i.e., Microsoft Office Excel, Word, and PowerPoint
• Ability to research, analyze and summarize data
• Skill in organizing, compiling, and recording information 
• Knowledge of and skill in applying rules of grammar, spelling, punctuation and principles of accounting and mathematics
• Knowledge of record keeping principles and practices
• Ability to communicate clearly and effectively with diverse individuals, both verbally and in writing
• Ability to establish and maintain effective working relationships with City staff and officials, other government officials and the general public

PHYSICAL DEMANDS: The physical requirements associated with performance of Essential Job Functions.

Physical requirements include carrying/lifting 10 lbs. and occasionally pushing/pulling up to 20 lbs.; visual acuity, speech and hearing; hand eye coordination and manual dexterity necessary to operate telephone, personal computer, basic office equipment; subject to carrying, lifting, twisting, kneeling, standing and reaching to perform essential job functions. Required to work hours other than regular schedule such as on-call, days, nights, weekends, holidays, and rotating shifts.