Administrative Associate III/IV - Public Works

Position Summary

This position provides daily administrative support for the Public Works Department and carries out a broad range of operational, administrative, and clerical duties to assist the department's administration.

Essential Functions The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. To perform this job successfully, an individual must be able to perform each duty satisfactorily. Other duties may be required and assigned.

• Provides customer service to internal and external customers; greets, receives and screens visitors and customers; addresses and resolves customer questions as able and refers complex inquiries, requests, or complaints to appropriate staff.
• Picks up, sorts, copies, and distributes a variety of correspondence, deliveries, and mail; opens, logs, and routes office mail; sorts and prepares outgoing mail and documents for pickup; retrieves, delivers, and sends faxes.
• Composes routine correspondence; proofreads and edits; enters, scans, updates, and maintains information in spreadsheets, databases, and reports.
• Creates and maintains a department filing and record system.
• Prepares and processes requisitions, invoices, payment vouchers, bills, and verifies any accounting records. Reviews invoices and submits for approval of payment; notifies of discrepancies; codes to appropriate funds; enters required information into financial software; maintains active account files. Reconciles monthly credit card statements.
• Develops, maintains and updates departmental electronic and paper records, files, and databases. Maintains cumulative records and conducts periodic audits as necessary.
• Researches, summarizes and analyzes information. Prepares reports, letters, memos, newsletters, and other correspondence.
• Prepares department payroll; monitors general leave; submits all reports required for the finance department to issue employee’s pay. Submits reimbursement requests.
• Prepares, posts, distributes and tracks computerized agenda documents, information packets and public notices.
• Provides administrative support for meetings; records, transcribes, and distributes meeting minutes.
• Coordinates travel, registration, reservations, payments and itineraries for the department.
• Trains and provides instruction and guidance on department policy and procedures to department staff.
• Assists and provides backup for other departmental employees when necessary; covers other areas within the department due to employee absence or heavy work volume.
• Other duties as assigned.

Knowledge, Skills, and Abilities

• Ability to perform detailed work accurately and independently in compliance with stringent time limits with minimal direction and supervision.
• Ability to prioritize duties to accomplish a high volume of work product while adapting to constant changes in priority.
• Ability to maintain accurate and legible notes.
• Knowledge of City policies, procedures and practices.
• Knowledge of local government organization and its departmental operating requirements.
• Ability to establish and maintain effective working relationships with others.
• Ability to analyze and prepare organizational and functional reports from research data.
• Knowledge of the use of a multi-line telephone system.
• Ability to operate standard office equipment and perform word processing and/or data entry.
• General knowledge of current office practices and procedures and knowledge of the operation of standard office equipment and software.
• Ability to work the allocated hours of the position.

Required Education, Experience, Licensing, and Certifications

Administrative Associate III

• Associates Degree in an administrative or office management program and two (2) years’ administrative support experience; OR a high school degree or equivalent with four (4) years’ progressively responsible administrative support experience in a large/complex organization.
• Proficiency with office computers including the Microsoft Office Suite, Internet, databases, and ability to learn other software applications utilized by the department.

Administrative Associate IV

• Associates Degree in an administrative or office management program with two (2) years’ progressively responsible administrative support experience in a large/complex organization.
• Proficiency with office computers including Microsoft Word, Excel, Internet, databases, and ability to learn other software applications utilized by the Department.