Administrative Assistant

The City of Cedar Park is seeking qualified applicants for an Administrative Assistant for Public Works & Utilities. The administrative assistant will provide high-level professional administrative and clerical support to twelve divisions within the Public Works Department, carrying out delegated administrative duties, and assisting the administrative staff and field personnel. Responsibilities may include answering phones, responding to email requests from the city website, processing work requests and work orders in Lucity with special attention to the Streets, Stormwater, Signals, Facility Maintenance, Water Distribution, Meters and Wastewater Collections.

ESSENTIAL JOB FUNCTIONS:

• Answer incoming phone calls from residents regarding services provided by Public Works. Also answers calls related to Public Works from City staff and departments as well as other municipal, county, state, and federal agencies.
• Provides daily responses and assignments of all time-sensitive tickets.
• Composes form letters, and memorandums in accordance with standard office procedures.
• Enters, assigns, maintains, and approves work orders and work requests.
• Performs data entry, processes invoices, and assists with procurement and agreement preparation.
• Processes expense reports, recording credit card use, and reconciling credit card statements.
• Provides quality control on work orders entered by field personnel to ensure integrity of the database.
• Monitors street light maintenance alerts daily and communicates as needed with PEC regarding streetlights that are not maintained by the City.
• Assists in maintaining and updating the Department’s Standard Operating Procedures, (SOP’s) including clerical revisions.
• Assists with updating asset information and replacement costs in Lucity.
• Maintains calendars for meetings within Public Works.
• Maintains inventory and assists in ordering office supplies, janitorial supplies, coffee, and kitchen supplies.
• Provides administrative support to staff on various miscellaneous duties as needed.
• Performs a variety of customer service including receiving and distributing deliveries for multiple departments in Public Works, including answering routine questions.
• Digitizes paper invoices and documents and routes for review and/or approval.
• Creates, executes, and maintains an electronic filing system for old and new department files.
• Creates invoices from work orders with 3rd party damages, mails out and follows through until payment has been received by Finance.
• Supports onsite employee events.
• Performs such other related duties as required.

MINIMUM REQUIREMENTS TO PERFORM WORK: 

High School Diploma, or its equivalent, plus one (1) to three (3) years of clerical experience; 

or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.

Valid Texas Driver’s License, with acceptable driving record.

Notary Public, or other credential may be required within one year of employment.  

Knowledge of:   City ordinances; data collection methods and techniques; standard office procedures; city government organization, functions, policies, and procedures; office procedures, methods and equipment including computers using applications such as word processing, spreadsheets, and databases.

Skill/Ability to: demonstrate proficiency in both oral and written communication; operate personal computer using Microsoft Office Suite, deliver quality customer service; interpret maps, prepare records, reports, and correspondence; establish and maintain effective working relationships with co-workers, the public, developers, consultants and outside agencies, and basic knowledge of web page design. Ability to lift up to 25lbs.
 

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description. 

ORGANIZATIONAL RELATIONSHIPS

Reports to: Office Manager – Utility Administration

Directs: This is a non-supervisory position

Other:  Works closely with City departments, co-workers, general public, and representatives of various organizations and agencies.

Salary : $19 - $29