Administrative Clerk I

JOB SUMMARY: The employee in this position is under the direct supervision of the Public Works Director and is responsible for administrative and clerical work involving all Public Works divisions, with considerable public contact. This employee will provide administrative support services including but not limited to answering the phone, directing calls, taking and distributing messages, attending meetings and taking minutes, physical and electronic document filing, etc. This employee will also manage various public works software systems. This employee serves as the backup to the Public Works Administrative Assistant and performs duties with moderate supervision. Duties also include support services for other departments and employees. Job instructions can be somewhat general and shall occasionally call for the employee to consider different courses of action.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

· Assists the Public Works Administrative Assistant and serves as the backup when necessary.

• Proficient in various data entry methods. (excel, word, pdf, etc.)

· Prepare and type reports, records, and correspondence for the Public Works Department.

· Submit reports in a timely manner.

• Create and dispatch work orders for the public works department crews. (Casalle, iWorq, Samsara, etc.)
• Proficient in electronic document creation processes and programs.
• Create manual and electronic purchase requisitions for the public works department.
• Create forms and checklist for the public works department.
• Digitalize various documents within the department.

· Provide accurate information to the public and other departments.

· Prepare the schedules and meeting agendas for various meetings.

· May attend miscellaneous meetings as directed, keep the meeting record, prepare and distribute notes/minutes of meetings as appropriate.

· Greet visitors or employees

· Answer incoming phone calls and provide customer assistance.

· Field department questions and requests for assistance, responds professionally, promptly and courteously when relaying messages or handling the situation personally.

• Other duties may be assigned.

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and or ability required. Reasonable accommodations may be made to ensure individuals with disabilities may perform essential functions.

· Knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook);

· Knowledge of office practices and procedures;

· Ability to communicate effectively with all levels of people, both verbally and in writing;

· Ability to efficiently operate a PC, copier, fax, 10-key calculator and other office equipment as needed;

· Ability to organize tasks and set priorities, working to meet required deadlines, including occasional overtime if necessary, sometimes without prior notice;

· Ability to work independently with little supervision;

· Ability to use math and Excel efficiently for report calculations;

· Strong work ethic and excellent work and attendance records.

EDUCATION and/or EXPERIENCE:

· High school diploma or GED;

· Post high school secretarial, administrative and/or office management coursework/training;

· Knowledge of municipal, local government procedures a plus; OR

• Any combination of education, training, and experience providing the necessary knowledge, skills, and abilities to perform the essential job functions.

LICENSES & CERTIFICATIONS:

· Valid driver’s license;

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Job Type: Part-time

Pay: From $15.95 per hour

Schedule:

• No weekends

Work Location: In person

Salary : $16