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Position Description
Under limited supervision, performs administrative / clerical / office activities to assist department management in administering programs and services offered to the community.
Incumbents interact with the general public by providing information and assistance as it relates to the department's activities / services, rules and regulations that requires thorough knowledge of departmental policies, procedures, activities.
Incumbents draw upon their knowledge of departmental functions, policies and procedures, etc., as well as precedent and past experience, to solve problems when handling new or unusual situations or when interacting with the public.
Problems may require intermediate analysis and interpretation of data. Only the unusual cases, where there is no precedent established, are referred to a supervisor.
Primary Responsibilities
Performs higher level administrative support work, where there is some opportunity to reduce expenses and prevent loss through problem solving and high attention to detail.
Does not supervise but may be asked to assist the supervisor by providing training or work direction to other support staff.
Essential Duties and Responsibilities :
Exercises courtesy in communicating with other members of the work unit to provide information relating to the work assignment and progress of work or to convey information about conditions or work-related needs.
Serves as a resource for department staff in use of office software.
Performs general office support activities.Processes forms, application and other documents by reviewing forms for completeness, verifying information, performing necessary calculations, coding and entering data into a computer system;
Makes copies of materials;Maintains an office filing system;Sorts and distributes mail;Tracks and monitors the administrative office supply inventory and arranges for replenishment of items as necessary.
Reviews payroll entries for the staff and verifies data; does general department payroll input or serves as a backup for payroll.
When potentially unsafe conditions are observed makes efforts to avoid or correct them if they are controllable and draws them to the attention of the responsible supervisor or safety representative in a timely manner.
Performs other duties and activities as assigned.
Public Works Addendum
Summary
Under supervision of the Public Works Administrative Services Manager performs duties for the Public Works departments. Communications with the public are over the phone and there is a heavy volume of calls;
answer calls for all divisions. Works directly with snow removal contractor in the winter and communicates with the public on sidewalk snow removal issues.
This position does not monitor the department budget or take minutes at meetings.
Essential Duties
Manages a heavy volume of calls and records all calls into the department’s work and asset management system (Cityworks);
takes calls from Police department dispatch; relays requests to crew or supervisor via radio or phone system; places routine and emergency calls for utility locates, ensures utilities have marked prior to digging, records locating data in necessary work orders within Cityworks.
Prepares employee appraisal forms for supervisors;Prepares purchase requisitions for the Mains & Hydrants division;Manages the credit card account for purchases made by Mains & Hydrants staff under appropriate budget codes.
Assists with maintaining the City’s Work and Asset Management System database (Cityworks). Maintains other various department databases using Access including storm and sanitary sewer miles cleaned;
weed control spraying, locations, wind speeds, etc.; prints graphs and reports from databases and distributes as required.
Enters data and maintains files of completed service requests and work orders from Cityworks.
Handles complaints from residents concerning sidewalk snow removal problems.Researches property owners to find a contact;
Uses verbal and / or written communication, to interact with the person complaining or the owner of the property. Frequently required to communicate via e-mail message.
Assists the Administrative Services Manager with preparing a list of properties to be assessed for failure to comply.
Maintains database to ensure correct information is being entered.
Provides basic work direction to seasonal worker and sidewalk crew. While performing the same or similar work as employees under the line of authority, serves as a team leader, assigning particular work to their co-workers using informed judgment when making these assignments and ensuring the employees know and follow department and city rules as well as sound work and safety practices.
Central Garage Addendum
Scope of Responsibility
Under supervision of the Inventory Purchasing Supervisor performs duties for the Central Garage division. This position places orders for fuel according to contract specifications, ranging from $15, to $20, per order.
This position does not have budget preparation and monitoring duties and does not supervise staff.
Essential Duties and Responsibilities
The Office Assistant-Central Garage handles Central Garage and general Public Works related calls. Dispatches Public Works personnel by phone or radio as needed.
notifies employees and supervisors of renewal periods to ensure that both operators' qualifications are current.
Creates service requests and work orders for crews using the Cityworks program;Updates City-wide On-Call list each week and distributes to proper contacts.
Maintains the on-call distribution listing to ensure accurate contact information.
Assigns requisition numbers to vendors in the absence of blanket purchase orders;Enters invoices into computer accounting system for payment.
Updates locating information within necessary Cityworks work orders.
Maintains department’s standard operating procedure documents.
Minimum Qualifications, Knowledge, Skills and Abilities
Same as core description. A valid driver’s license is required.
Physical Demands and Working Conditions
Same as Office Associate III with increased exposure to loud noise, dirt, fumes, oil in Central Garage shop. Moves or transports city vans and cars on a weekly basis.
Forestry Addendum
Scope of Responsibility
Under supervision of the Public Works Administrative Services Manager performs duties for the Forestry division. Communications with the public are primarily conducted over the phone and there is a heavy volume of calls.
The Office Assistant-Forestry primarily handles Forestry related calls but also handles calls for all other Public Works units.
Logs all calls into Public Works work and asset management system. Does not supervise staff.
Essential Duties and Responsibilities
Monitors and tracks employee leaves of absence, ensuring the appropriate type is used;Enters data into payroll system;Provides information on paychecks and leaves of absence and answers employee questions or directs staff to Administrative Services Manager or appropriate City payroll and HR contacts for more complex questions and issues.
Researches property owner contact information and sends certified letters to affected property owners;Run reports for Arborist rechecks, noncompliance, etc.
Maintains records of tree planting permits.
Minimum Qualifications, Knowledge, Skills and Abilities
Same as core description, plus requires advanced Microsoft Word skill. Requires a valid driver’s license.
Physical Demands and Working Conditions
Same as core description.
Minimum Qualifications
The job requires an associate’s degree and three or more years of previous administrative support experience involving information dissemination, records organization and retention or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.
A driver’s license may be required.
Knowledge, skills and abilities include :
Physical Demands
Most work is performed in a normal office environment. Work requires extensive use of a computer, telephone, and other office equipment.
Work is generally light with considerable variety. Lifting a box of paper is the heaviest work. There is considerable attention to detail and deadlines.
Intermittent travel to other offices is required to attend meetings. The job may involve dealing with and calming individuals who are emotionally charged over an issue.
Activities include stooping, standing, walking, lifting, fingering, grasping, feeling, talking, hearing / listening, seeing / observing, repetitive motions.
Light Work : Physical demands are normally those associated with light work : Exerting up to 25 pounds of force occasionally and / or 10 pounds of force frequently, and / or negligible amount of force constantly to move objects.
The job may require dealing with individuals who are emotionally charged.
Last updated : 2024-06-26
Full Time
$45k-59k (estimate)
01/06/2024
09/25/2024
fargond.gov
FARGO, ND
25 - 50
1996
SHAWN DOBBERSTEIN
$5M - $10M