Administrative Specialist - PW

POSITION SUMMARY

Under the general supervision of the Public Works Director, the Administrative Secretary is a non-exempt position under FLSA which performs general secretarial and clerical duties. Performs secretarial support to the Public Works Department. Must maintain absolute confidentiality of information, data, and records obtained through or because of employment with the City. Regular attendance is required.

ESSENTIAL FUNCTIONS

• Answers the telephone and directs calls to appropriate personnel;

• Provides customer service and fields questions, concerns, and complaints from the general public;

• Sorts and distributes incoming mail;

• Performs general clerical duties;

• Maintains time cards for the Public Works Department;

• Issues/processes permits and licenses, schedules inspections, processes utility releases;

• Processes purchase orders;

• Follows department policies and procedures;

• Follows safety procedures and practices.

MARGINAL FUNCTIONS

• Dispatches water and wastewater calls;

• Downloads meter readings;

• Prepares correspondence regarding building permits;

• Assists other departments;

• Performs other duties as deemed necessary or assigned

POSITION REQUIREMENTS

Experience: Two to three years of similar or related experience is required. Expected to have acquired the necessary information and skills to perform the job reasonably well within six months to one year of employment.

Education: A high school diploma or GED is required. A certified transcript will be accepted in lieu of a diploma. A technical degree or some college credit in Office Administration or a related field is preferred. Must possess a valid Kansas Driver’s License (or obtain within 30 days of employment). Must be a Certified Notary Public (or become one within three months of employment).

Technical Skills: Thorough knowledge of clerical skills, office procedures, computers, typing, and a working knowledge of mathematics is required. Must operate computers, keyboards, photocopiers, telephone systems, and other office equipment. Must type with speed and accuracy, concentrate on tasks in the presence of distractions, and read and interpret legal documents, letters, forms, and written instructions. Should possess excellent public relation, organizational, and secretarial skills, and oral and written communication skills in English. Must maintain absolute confidentiality of information, data and records obtained through or because of employment with the City. Must accurately make change.

Problem Solving: Occasional independent problem solving. Encounters problems with citizen complaints and data entry errors. Decisions often made in stressful situations.

Decision Making: Occasional independent decision making. Makes decisions about certain projects in the Public Works Director’s absence, prioritizing daily work assignments, resolving citizen complaints, and performing daily duties in the most efficient manner.

Supervision: Works under the direction of the Director of Public Works and other Department Supervisors. Exercises occasional supervision over subordinate personnel.

Financial Accountability: Responsible for department resources and is required to be bonded. Does not participate in the annual budget process.

Personal Relations: Frequent contact with the general public, co-workers and supervisory personnel, and limited contact with the governing body.

Working Conditions: No adverse working conditions exist. Working in an office setting with a computer is the primary aspect of this position. Deals with the general public including those who are angry and upset.

Physical Requirements: Frequently required to sit and talk or hear, use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms. Occasionally required to walk. Must occasionally lift and/or move up to 60 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. Must safely operate a vehicle

Job Type: Full-time

Pay: From $18.79 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• Weekends as needed

Work Location: In person

Salary : $19