Administrative Assistant III

Department: Solid Waste/Public Works
Supervisor: Director of Solid Waste
Supervision Exercised: None
Exempt Status: Hourly
Benefits Eligibility Status: Eligible
BOCC Approval: 10/29/2021

SUMMARY

Performs a variety of advanced administrative duties for Solid Waste. Also provides support to
Public Works on a minimal part-time basis. Incumbent performs work that is regular and
recurring with occasional variances from the norm that typically involves a moderate level of
complexity. Incumbent typically works under specific and definite directions and well-known
procedures. Work requires the exercise of normal self-direction as incumbent carries out
instructions in oral, written or diagram format. Primary communication takes place with
members of the department as well as regular communication with members of the public
using department services. Position typically has moderate but distinct impact on the
operations of the division where errors may reduce divisional efficiency. Work is typically
performed indoors in an office environment. Regular travel is not typically a part of the job.
Under general supervision this position works with Solid Waste Operations Manager, Solid
Waste Director and Public Works Director on multiple projects involving Solid Waste and Public
Works duties.

ESSENTIAL FUNCTIONS

The essential functions include, but are not limited to, the following duties and responsibilities
which are not listed in any particular order of priority and may be amended or added to by the
County at any time:

• This position is the primary contact for solid waste employees and customers.
• Performs activities related to the efficient operation of the departments including

accounts payable processing, preparation of payroll, filing, supply requisitions, tracking
inventory. Tracks all solid waste incoming monies and completes deposits. Maintains all
site car counts, monies, yardages, commodities and solid waste tonnages.

• Prepare weekly payroll processing
• Researches, prepares, and composes letters, reports, notification, commissioner memos

and other related documents as needed.

• Enters account receivable invoices, processes accounts receivables deposits and

completes accounts receivables statements each month. Regularly looks over customer
aging accounts and makes collections calls.

• Assist public and site attendants with sticker verifications and maintains the current

year solid waste sticker log.

Bonner County

• During tax roll preparation updates circuit breakers, and solid waste fee attachments in

AS400.

• Assists in preparing and distributing letters, memorandums, forms, manuals, reports,

agendas, minutes and documents for Solid Waste.

• Updates Solid Waste websites and other social media sites.
• Processes new credit customer applications and maintains customer database.
• Maintains and purchases office supplies, site attendant supplies and ensures accounts

are established with vendors.

• Prepares articles for newsletters and flyers.
• Maintains current mailing lists (including email groups) for outside and

interdepartmental individuals, agencies, and committees.

• Establishes and maintains effective working relationships with individuals, groups,

representatives of the government, business and industry, and volunteer organizations.

• Greets the public professionally in person and over the telephone. Takes clear,

complete and concise messages and distributes these messages in a timely manner.
Answers inquiries on routine matters; routes other calls as appropriate.

• Schedules appointments for department head or other managers as assigned. Arranges

and coordinates meetings, reservations and travel. Completes travel expense forms.
Schedules use of facilities as necessary and keep those served informed of itineraries
and appointments.

• Coordinates and maintain files (Users Agreements) for the Multi Use Facility. Schedules

users for the use of the Multi Use Facility. Orders necessary supplies as needed.

• Helps schedule vehicles in the Motor Pool. Maintains Motor Pool files, including User

Agreements, and fleets records. Regularly starts vehicles and clears vehicles of snow
during the winter months.

• Maintains accurate filing system of documents, correspondence, and reports.
• Assists with new employee badges.
• Regularly considers new ways to modify techniques and processes that leads to more

efficient office procedures and operations.

• Performs all other duties as assigned.
  

SECONDARY FUNCTIONS

• Accounts Payable processing for the Public Works department.
• Maintains accurate filing system for the Public Works department.
• Prepares weekly payroll processing for the Public Works department.
• Researches, prepares, and composes letters, reports, notifications, commissioner

memos and other related documents as needed.

JOB SPECIFICATIONS

• Sufficient combination of knowledge, skills and abilities so as to competently perform

the essential functions of the job. High school diploma or equivalent required with some
post-high school education in clerical or secretarial skills or functions preferred.

Bonner County

• Three years’ experience in secretarial, clerical or an equivalent area required.
• Ability to frequently handle and judiciously communicate confidential and sensitive

information.

• Ability to work with Microsoft Word, Excel, and Google required. Ability to quickly learn

other software pertinent to position required.

• Proficient grammar skills as used in the composing and proofreading of documents,

memos, and other correspondence.

• Must possess good organizational, telephone, and communication skills. Ability to

communicate effectively, both orally and in writing, with internal and external contacts.

• Ability to read, analyze and interpret general business information as contained within

periodicals, professional journals, technical procedures or government regulations;
ability to write reports, business correspondence, and procedures manuals; ability to
present information and respond to questions from groups of managers, clients,
customers, and the public.

• Ability to perform general math functions, including addition and subtraction, and

multiplication and division.

• Ability to accurately and proficiently type at or about 50 wpm using standard keyboards

and personal computers. Ability to use general office equipment including computers,
copiers, printers, telephones, fax machines, etc.

• Ability to follow directions, work in an efficient and professional manner and develop

effective working relationships with co-workers, supervisor, and general public.

• Ability to develop and maintain harmonious working relationships with others, both

inside and outside the organization.

• Must possess a valid state driver’s license. Must have and maintain a good driving

record and must be insurable.

PHYSICAL ABILITIES & WORKING CONDITIONS

Ability to perform those physical activities necessary to complete the essential functions of the
job, either with or without reasonable accommodation. Requires continual communication
(hearing and talking, both in person and over the telephone); grasping, walking, and repetitive
motions. Requires good general vision. Must be able to lift 25 pounds with or without
assistance. Must possess or have the ability to obtain a valid driver’s license and be insurable.

Disclaimer: This job description is not an employment agreement or contract, and management
reserves the right to modify it when necessary.