What are the responsibilities and job description for the Administrative Assistant position at City of Duncan?
GENERAL PURPOSE:
Performs a variety of routine and complex clerical, secretarial and administrative work in keeping official records, providing administrative support to the Public Works Departments’ staff, and assisting in the administration of the standard operating policies and procedures of the department.
SUPERVISION RECEIVED:
Works under the close supervision of the Public Works Director.
SUPERVISION EXERCISED:
May exercise supervision over temporary or other clerical staff.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Coordinates the office operations of the department. Develops and maintains office forms and procedures, and assists with administrative tasks involving personnel, budgeting, and facilities.
- Prepares agendas and supporting materials; takes and transcribes minutes; prepares and distributes minutes and reports.
- Assures that assigned areas of responsibility are performed within budget; performs cost control activities; monitors revenues and expenditures in assigned area to assure sound fiscal control; assists in the preparation of annual budget requests.
- Performs routine clerical and administrative work in answering phones, receiving the public, providing customer assistance, cashiering, data processing, and bookkeeping.
- Answers in-coming calls and routes callers or provides information as required.
- Operates radios as needed and assists in radio communications; operates base radio as required.
- Receives the public and answers questions; respond to inquiries from employees, citizens and others and refers, when necessary, to appropriate persons.
- Operates listed office machines as required.
- Prepares and monitors work orders.
- Receives, stamps and distributes incoming mail, processes outgoing mail.
- Composes, types, and edits a variety of correspondence, reports and memoranda, and other material requiring judgment as to content, accuracy, and completeness for review and approval by supervisor.
- Responsible for preparation and delivery of reports, resolutions, ordinances, contracts, administrative policies, etc... to appropriate entities on schedule in compliance with established deadlines, reporting periods, etc...
- Inputs data to standard office and department forms and electronic databases and spreadsheets; makes simple postings to accounts; compiles data for various reports.
- Prepares records such as notices, minutes, and resolutions.
- Acts as custodian of departmental documents and records. Establishes and maintains filing systems, control records and indexes using moderate independent judgment.
- Maintains inventories and orders office supplies and materials, maintains departmental personnel records.
- Schedules appointments, and performs other administrative and clerical duties.
- Gathers information and prepares data for studies, reports, etc....
- Prepares and posts legal notices, bid information for department.
- Operates a vehicle to run errands.
PERIPHERAL DUTIES:
Attends community and/or board meetings as secretary to ensure high quality of resultant minutes, reports, etc...
DESIRED MINIMUM QUALIFICATIONS:
Education and Experience:
- Graduation from a high school or GED equivalent with specialized course work in office practices such as typing, filing, accounting and bookkeeping, and studies in math, science, drafting, blueprints, etc...
- Five (5) years of increasingly responsible related experience; or
- Any equivalent combination of related education and experience.
Necessary Knowledge, Skills and Abilities:
- Working knowledge of computers and electronic data processing; working knowledge of modern office practices and procedures; some knowledge of accounting principles and practices; some knowledge of construction/engineering plans.
- Skill in operation of listed tools and equipment.
- Ability to effectively meet and deal with the public; ability to communicate effectively verbally and in writing; ability to handle stressful situations.
SPECIAL REQUIREMENTS:
A valid Oklahoma State driver’s license with a driving record acceptable to the City’s insurance carrier.
TOOLS AND EQUIPMENT USED:
Phone, personal computer including word processing software; copy machine; postage machine; fax machine; base radio; calculator, vehicle.
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with ADA disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle or feel objects, tools or controls; and reach with hands and arms.
The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with ADA disabilities to perform the essential functions.
The noise level in the work environment is usually quiet.
SELECTION GUIDELINES:
Formal application, rating of education and experience; oral interview and reference check; job related tests may be required.
The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
Job Details
Category
Public Works
Status
Open
Salary
$17.41
Posted
January 13, 2025
Closing
Open Until Filled
Salary : $17