Administrative Assistant - Utilities Sellers Treatment Plant

ESSENTIAL JOB FUNCTIONS

• Acts as clerical assistant to the Division Manager or Department Director of a large, complex department.
• Interprets administrative policy and decisions as explained and directed.
• Transmits orders and instructions with the authority of the supervisor.
• Performs public relations functions with the public, department heads, officials, personnel and visitors.
• Coordinates meetings, conferences, and appointments for the department head.
• Takes and transcribes difficult, technical dictation of correspondence.
• Prepares records and reports
• Takes telephone calls and answers inquiries.
• Opens and sorts mail.
• Composes correspondence independently and maintains records and files.
• Maintains accounting and department bookkeeping records, processes direct pays, purchase orders, purchasing requests, etc.
• Takes and transcribes minutes of specific boards, internal affairs tapes, etc.
• Processes all material for meetings.
• Maintains official records.
• Supervises the flow of communications for the office.
• Prepares special reports (payroll reports for employee reimbursements, special projects, grants, etc.).
• Performs travel arrangements for supervisor.
• Responsible  for reconciling petty cash.
• The majority of position duties are required to be performed on-site.
• Coordinates payroll, overtime billing sheets, SRO billing, employee evaluations, and acts as the Departments FMLA and Workers' Compensation gatekeeper.
• Coordinates employee payroll change forms for promotions, demotions, separation of employment, etc.
• Essential Employees may be required to work during a declared or undeclared emergency.
• Performs other related job duties as assigned.

Knowledge, Skills and Abilities:

• Knowledge of department organization, programs, and goals.
• Knowledge of agency rules, regulations, procedures, functions, and personnel.
• Knowledge of business, English, spelling, punctuation, arithmetic, and modern office practices and procedures.
• Knowledge of principles of office management and supervision.
• Skill in transcribing dictated material via stenography, speed writing, stenotype or voice tape.
• Skill in the use of a variety of computer programs, including Microsoft Office, and various other office equipment.
• Skill in the application of modern secretarial techniques and practices and in sound principles underlying human relations.
• Ability to type with speed and accuracy, compose correspondence.
• Ability to compose effective and accurate correspondence.
• Ability to deal with non-routine matters.
• Ability to complete complex work with minimal instructions, keeps records and reference files, assemble and organize data, promote a harmonious atmosphere, and smooth flow of business into and out of supervisor's office.
• Ability to meet and deal with the public in an effective and courteous manner.
• Ability to work as a highly cooperative member of a team and work for and with others toward a common mission.
• Ability to exhibit a high degree of loyalty and integrity as a trusted confidant of the supervisor, assume responsibility and execute the supervisor's orders and instructions with authority.
• Ability to work a flexible work schedule. 

• Crouching: Bending the body downward and forward by bending leg and spine.
• Dexterity: Primarily with fingers, as in picking, pinching, or typing.
• Grasping: Applying pressure with the whole hand.
• Handling: Picking, holding, or otherwise working with the whole hand.
• Lifting: Ability to lift and move objects.
• Reaching: Ability to frequently extend hand(s) and arm(s) in any direction.
• Mental Acuity: Ability to make rational decisions.
• Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers.
• Speaking / Talking: Ability to communicate clearly, accurately and concisely through speech.
• Hearing: Ability to hear and understand at normal speaking levels with or without correction.
• Visual Acuity: Ability to perform activities such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading, operating motor vehicles.
• Walking: Ability to move about on foot to accomplish tasks or moving from one work site to another.

Salary : $16