Administrative Assistant - Public Works

The Public Works Department Administrative Assistant position coordinates and provides administrative/clerical support for the Public Works Department; processes a variety of documentation associated with the Department’s operations within designated time frames and per established procedures; works assigned work projects and provides assistance to the Public Works Department to ensure uniform and cooperative efforts; and maintains confidentiality of the departmental documentation and issues.

Major Duties

• Relieve management staff of routine administrative tasks; screens telephone calls, mail, emails and other communications and initiates appropriate action/response; records dictation; composes, edits, or proofreads correspondence on behalf of management staff; records and/or transcribes correspondence, statements, minutes, or other information; and keeps management informed of significant matters, messages, documentation, or other information.
• Serves as liaison between the Departments staff members, city officials, the public, community leaders, outside agencies, or other individuals or organizations for the distribution and receipt of routine information. Interacts with various officials and dignitaries involving sensitive client relations. Conveys information among department personnel and circulates documentation to appropriate departments.
• Maintains calendar/schedule of activities for the Public Works Department managers and supervisors; schedules and confirms appointments, meetings, interviews, conferences, training activities, or other activities; and updates calendar on a regular basis and notifies parties involved of changes. Coordinates travel arrangements, accommodations, conference registrations, or other travel-related plans for department head, managers, supervisors or other staff.
• Maintains file system of various files/records for the assigned area; prepares files, organizes documentation, and files documents in designated order; retrieves/replaces files; scans records into computer; and shreds/destroys confidential or obsolete documents.
• Research, compiles, and/or monitors administrative or statistical data pertaining to department operations; summarizes data, performs routine data analysis, and prepares reports; and conducts research of department files, legal records, database records, electronic data sources, internet sites, hardcopy materials, or other sources as needed.
• Distributes documentation between department/staff members and internal/external individuals/agencies; operates fax machine to send/receive documentation; distributes/delivers incoming faxes, subpoenas, mail, or other documentation to appropriate personnel; sorts, organizes, opens, and/or distributes incoming mail; signs for incoming packages and delivers to appropriate personnel; processes outgoing mail; and copies and distributes forms, reports, correspondence, schedules, agendas, or other documentation.
• Prepares, proofreads, and/or completes various forms, reports, correspondence, lists, logs, notices, schedules, calendars, attendance records, check requests, purchase orders, requisitions, budget documents, contracts, agreements, incident/accident reports, work order requests, agendas, minutes, ordinances, accident/incident reports, inventory records, charts, graphs, spreadsheets, or other documents.
• Coordinates arrangements for various meetings; notifies participants of scheduled meetings; prepares meeting notices, agendas, and meeting packets; coordinates room reservations, setup equipment required for meetings; attends meetings; records and/or transcribes meeting minutes; distributes documentation; and maintains records.
• Answers telephone calls and greets visitors; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; responds to requests for service/assistance; retrieves messages from voicemail or answering machine; initiates and returns calls as necessary; and relays calls/messages via two-way radio.
• Performs customer service functions in person, telephone, or email; provides information or assistance regarding department services, activities, forms, procedures, fees, or other issues; receives and/or disseminates forms/documentation; responds to routine questions/complaints, research problems, and initiates problem resolution; and refers to appropriate personnel.
• Performs data entry functions by keying data into computer system; enters, retrieves, reviews or modifies data in computer database; scans documents into computer; verifies accuracy of entered data and makes corrections; and develops databases and computerized reports.

Minimum Qualifications

High school diploma or GED required, Associate degree in Office Systems Technology or Office Administration a plus. Three years of progressively responsible office administration (preferably in the public sector), customer service, or records management experience; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

Knowledge Required by the Position

License or Certification:

• A valid State of Georgia Driver’s License required.
• Licensed Notary a plus.

• You may be evaluated on Typing, Filing, Spelling, Computer skills, Math and Proofreading.
• Job offer is contingent upon the successful completion of a background investigation and pre-employment physical and a drug/alcohol screen.