What are the responsibilities and job description for the Public Works Administrative Assistant position at City of Anacortes?
JOB
Maintain organization’s office clerical details and provide outstanding customer service and administrative support services. Services include taking, referring, and handling incoming messages from telephone, e-mail, fax and radio; receiving all visitors; setting up and managing manual and computer files; preparing and/or typing reports, records and correspondence; monitoring the process of expenditures; and doing other projects and duties as assigned.
EXAMPLE OF DUTIES
Perform a variety of clerical functions as needed to accomplish work such as filing, posting, and or, processing and retrieving mail, ordering supplies, or photocopying/faxing documents. Maintain necessary lists and records. Examples of such assignments. include, but are not limited to, the following: receive, open, sort and distribute mail, maintain records, and distribute fuel and gate cards, file paperwork, assist division in processing travel requests, maintain forms, and prepare items for shipping.Schedule appointments and meetings; explain programs, policies, and procedures within the scope of authority; provide information of general or limited technical nature. May schedule appointments, maintain calendars, coordinate arrangements for meetings and conferences. On a monthly basis update and maintain plant performance reports. Includes data and graphs for the monthly usage reports, overtime by category, expenditure reports and any other performance, or cost saving reports that are requested.Collect and organize data for projections and preparation of the division budgets at the direction of the manager.Establish and maintain paper and electronic filing systems. Where applicable, follow requirements of the relevant legal authorities including DOH, Dept. of Ecology, EPA, and other records retention requirements.On a routine bases, maintain division’s safety program. Responsibilities include coordinating training; communicating training schedules to staff; maintaining applicable training records and providing administrative support to a variety of safety programs, plans, and policies.Setup, modify and perform all necessary entry, reporting and operations for the maintenance management and purchasing databases, entering work orders, equipment set up and updates. Entering all information from completed work orders into database, entering new maintenance tasks and schedule for appropriate monthly, quarterly, or yearly implementation. As directed, attend various meetings including sensitive information to take, transcribe, and distribute minutes thereof. May duplicate, organize, collate, and distribute other meeting materials including preparation of presentations. Manage plant/building phone line, route calls to appropriate staff, record and distribute messages.Receive and process requisitions for the purchase of division supplies and equipment, maintain records and files of expenditures, prepare purchase orders, verify, and enter invoices, monitor assigned budgets, order office supplies according to established guidelines.Provide administrative support services during emergencies (i.e., floods, water quality related issues, etc.) as required by the department’s needs.Maintain excellent public relations. Greet visitors, respond courteously to inquiries, and provide information within scope of responsibility. Use plant radio system for reaching contacts. Review of other incoming correspondence and appropriate distribution thereof. Process and track timesheets and computerized accounting information. Assist with updating the city website and other media including newspaper ads, brochures, newsletters, etc. Annually create and update the consumer confidence report. Includes designing report, compiling data and graphics; mailing report to all wholesale customers within a set deadline; distributing annual report to customers within a set deadline.Operate and interact as a team member within the plant to provide office support services.As directed, schedule regular and non-routine work and organize workload to ensure regular deadlines are met and emergencies are handled promptly and effectively.Ability to deal with multiple responsibilities and to meet deadlines.Punctual, regular, and reliable attendance is essential for successful job performance. May perform administrative functions as needed for other divisions in public works.Wastewater Treatment Plant only: coordinate, maintain and schedule First Aid/CPR/BBP training to all city department staff excluding the fire department and non-clerical police department staff. Coordinate schedules with the training facility and reserve training location. Process and distribute billing and payment information to the city departments.
SUPPLEMENTAL INFORMATION
LEVEL OF AUTHORITY: Performs duties with moderate supervision following established procedures and deadlines. Has latitude to make decisions about priorities for both routine schedules and response to non-routine and emergency situations. Responsibility for judgment, thoroughness and competence is important due to potential disruption of operations, monetary loss, or adverse public relations.WORK ENVIRONMENT: Work is performed in an office setting located in Mount Vernon with the requirement to drive a car on scheduled daily trips and, occasionally, other unscheduled trips.PHYSICAL: Position requires hearing, seeing, talking and repetitive motions of hands and wrists. Frequent sitting or standing. Must be able to push, pull, or lift ten pounds and carry twenty pounds. Ability to sit at workstation for extended periods, frequently using a computer.OTHER: The statements contained herein reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility; but should not be considered an all-inclusive listing of work requirements. Individual may perform other duties as assigned including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise to balance the workload. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or is a logical assignment to the position. Individuals may perform other duties as assigned. Following an offer of employment, and prior to starting work, individuals may be required to have a pre-employment physical examination by a physician designated by the City of Anacortes. The City will pay for the examination. Satisfactory clearance to perform essential job functions will be required for employment. As an absolute condition of employment, employees are required upon hire to sign a drug-free workplace agreement and an agreement not to use tobacco products in any form while on the job.The City of Anacortes is an equal opportunity employer. All applicants will be considered regardless of race, color, national origin, citizenship or immigration status, creed, sex (including pregnancy), age (over 40), marital status, families with children, the presence of any sensory, mental, or physical disability or the use of a trained dog guide or service animal by a person with a disability, genetic information, sexual orientation including gender identity, or status as an honorably discharged veteran or military status, or any other class protected by federal, state, or local law. Accommodations for people with disabilities are provided on request.
Maintain organization’s office clerical details and provide outstanding customer service and administrative support services. Services include taking, referring, and handling incoming messages from telephone, e-mail, fax and radio; receiving all visitors; setting up and managing manual and computer files; preparing and/or typing reports, records and correspondence; monitoring the process of expenditures; and doing other projects and duties as assigned.
EXAMPLE OF DUTIES
Perform a variety of clerical functions as needed to accomplish work such as filing, posting, and or, processing and retrieving mail, ordering supplies, or photocopying/faxing documents. Maintain necessary lists and records. Examples of such assignments. include, but are not limited to, the following: receive, open, sort and distribute mail, maintain records, and distribute fuel and gate cards, file paperwork, assist division in processing travel requests, maintain forms, and prepare items for shipping.Schedule appointments and meetings; explain programs, policies, and procedures within the scope of authority; provide information of general or limited technical nature. May schedule appointments, maintain calendars, coordinate arrangements for meetings and conferences. On a monthly basis update and maintain plant performance reports. Includes data and graphs for the monthly usage reports, overtime by category, expenditure reports and any other performance, or cost saving reports that are requested.Collect and organize data for projections and preparation of the division budgets at the direction of the manager.Establish and maintain paper and electronic filing systems. Where applicable, follow requirements of the relevant legal authorities including DOH, Dept. of Ecology, EPA, and other records retention requirements.On a routine bases, maintain division’s safety program. Responsibilities include coordinating training; communicating training schedules to staff; maintaining applicable training records and providing administrative support to a variety of safety programs, plans, and policies.Setup, modify and perform all necessary entry, reporting and operations for the maintenance management and purchasing databases, entering work orders, equipment set up and updates. Entering all information from completed work orders into database, entering new maintenance tasks and schedule for appropriate monthly, quarterly, or yearly implementation. As directed, attend various meetings including sensitive information to take, transcribe, and distribute minutes thereof. May duplicate, organize, collate, and distribute other meeting materials including preparation of presentations. Manage plant/building phone line, route calls to appropriate staff, record and distribute messages.Receive and process requisitions for the purchase of division supplies and equipment, maintain records and files of expenditures, prepare purchase orders, verify, and enter invoices, monitor assigned budgets, order office supplies according to established guidelines.Provide administrative support services during emergencies (i.e., floods, water quality related issues, etc.) as required by the department’s needs.Maintain excellent public relations. Greet visitors, respond courteously to inquiries, and provide information within scope of responsibility. Use plant radio system for reaching contacts. Review of other incoming correspondence and appropriate distribution thereof. Process and track timesheets and computerized accounting information. Assist with updating the city website and other media including newspaper ads, brochures, newsletters, etc. Annually create and update the consumer confidence report. Includes designing report, compiling data and graphics; mailing report to all wholesale customers within a set deadline; distributing annual report to customers within a set deadline.Operate and interact as a team member within the plant to provide office support services.As directed, schedule regular and non-routine work and organize workload to ensure regular deadlines are met and emergencies are handled promptly and effectively.Ability to deal with multiple responsibilities and to meet deadlines.Punctual, regular, and reliable attendance is essential for successful job performance. May perform administrative functions as needed for other divisions in public works.Wastewater Treatment Plant only: coordinate, maintain and schedule First Aid/CPR/BBP training to all city department staff excluding the fire department and non-clerical police department staff. Coordinate schedules with the training facility and reserve training location. Process and distribute billing and payment information to the city departments.
SUPPLEMENTAL INFORMATION
LEVEL OF AUTHORITY: Performs duties with moderate supervision following established procedures and deadlines. Has latitude to make decisions about priorities for both routine schedules and response to non-routine and emergency situations. Responsibility for judgment, thoroughness and competence is important due to potential disruption of operations, monetary loss, or adverse public relations.WORK ENVIRONMENT: Work is performed in an office setting located in Mount Vernon with the requirement to drive a car on scheduled daily trips and, occasionally, other unscheduled trips.PHYSICAL: Position requires hearing, seeing, talking and repetitive motions of hands and wrists. Frequent sitting or standing. Must be able to push, pull, or lift ten pounds and carry twenty pounds. Ability to sit at workstation for extended periods, frequently using a computer.OTHER: The statements contained herein reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility; but should not be considered an all-inclusive listing of work requirements. Individual may perform other duties as assigned including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise to balance the workload. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or is a logical assignment to the position. Individuals may perform other duties as assigned. Following an offer of employment, and prior to starting work, individuals may be required to have a pre-employment physical examination by a physician designated by the City of Anacortes. The City will pay for the examination. Satisfactory clearance to perform essential job functions will be required for employment. As an absolute condition of employment, employees are required upon hire to sign a drug-free workplace agreement and an agreement not to use tobacco products in any form while on the job.The City of Anacortes is an equal opportunity employer. All applicants will be considered regardless of race, color, national origin, citizenship or immigration status, creed, sex (including pregnancy), age (over 40), marital status, families with children, the presence of any sensory, mental, or physical disability or the use of a trained dog guide or service animal by a person with a disability, genetic information, sexual orientation including gender identity, or status as an honorably discharged veteran or military status, or any other class protected by federal, state, or local law. Accommodations for people with disabilities are provided on request.
