Administrative Assistant I-Sanitation

Summary

The Administrative Assistant performs a variety of routines to complex clerical, secretarial and customer service duties.

Essential Duties And Responsibilities

• Acts as primary department receptionist. Answers incoming calls and provides information and/or routes call to appropriate officials. Explains standard department procedures to customers. Places outgoing calls.
• Assists and operates in procurement of materials and supplies.
• Updates Solid Waste portion of city website as needed.
• Acts as dispatcher for the Solid Waste Department regarding customer inquiries or complaints.
• Acts as record keeper for the department. Updates roll-cart report daily and report daily and report all changes to Utility Department. Track dumpsters and roll-off containers for monthly billing purposes.
• Acts as cashier for the department using City Accounting software. Collects deposits for dumpsters, takes payment from customers disposing of trash, electronics, and household hazardous waste. Balances cash drawer and prints daily report to turn in to Finance Department with all monies received.
• Acts as Scale House Attendant for the departments. Weighs vehicles in and out and keeps record of tonnage collected.
• Acts as billing clerk for the department. Bills account and roll-off customers monthly using City Accounting software
• Type and edit a variety of correspondence, reports, memorandums, spreadsheets, graphs and other materials requiring judgment and accuracy as to content and completeness.
• Coordinates office operation of the department. Develops office forms and procedures.
• Codes receipts and invoices and keeps spreadsheet of expenditures.
• Coordinates travel plans, including all hotel registration reservation for staff.
• Acts as custodian of department documents and records; establishes and maintains filing system, control records, and indexes using moderate independent judgment.
• Schedules appointments, calendars, and performs other administrative and diverse clerical duties.
• Prepare monthly and quarterly material financial report and maintains program statistics.
• Writes staff reports to supervisor, writes letters and reports on recycling activities.
• Responsible for funds, equipment and/or property valued at $132,000.
• Other duties may be assigned as needed
  
  

Supervisory Responsibilities

None required.

Qualifications

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 enable individuals with disabilities to perform the essential functions.

EDUCATION And/or EXPERIENCE

Associate degree (A.A.) or equivalent from two-year college or technical school; or twelve to eighteen months related experience and/or training; or equivalent combination of education and experience.

Language Skills

Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information and respond to questions in one-on-one and small group situations to customers, clients, other employees, and the public.

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

CERTIFICATIONS, LICENSES, REGISTRATIONS (if Required)

Apprentice- Class 1C Arkansas Solid Waste Facility Operator License, master’s is preferred within 3 years.

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 disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit and taste or smell. The employee is occasionally required to stand, walk, use hands to finger, handle or feel, reach with hands and arms, climb or balance, stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include; close, distant and color vision, depth perception, peripheral vision and the ability to adjust focus.

WORK ENVIRONMENT

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

While performing the duties of this position, the incumbent is/may be exposed to outdoor weather conditions and works near moving mechanical parts.

The noise level in the work environment is usually moderate to loud.

This job specification should not be construed to imply that these requirements are the exclusive standards of the position. Incumbents will follow any other instructions and perform any other related duties as may be required by their Supervisor.

• Safety sensitive position includes, but is not limited to, any job, assignment, rank or title where any of the following apply:
  
  

Subject to drug and alcohol testing or restrictions promulgated by the U.S. Dept. of Transportation; involves carrying, repairing, transporting or keeping of firearms or ammunition; includes performing any medical or life-saving procedures, or responsibility for procuring, storing, transporting, dispensing or administering any drugs or medical supplies or equipment; involves working with confidential information, documents or material pertaining to criminal investigations; procuring, storing, transporting or otherwise working with hazardous or flammable materials, controlled substances, food or electricity; involves operating, repairing, maintaining or driving heavy equipment, machinery, aircraft, motorized watercraft or motor vehicles, or working in close proximity thereto; a momentary lapse of attention may result in grave and immediate danger to the public, self or fellow employees; requires engaging in any other activity in which the employee is responsible for his or her own or other people's safety.

• Weather Essential position includes employees are declared to be all sworn police officers, all sworn firefighters, dispatchers, emergency road crew employees in the Street Department, and electrical personnel in the Electric Department.
• Civility and Professionalism- The City of Siloam Springs is a team-based service organization. Maintenance of good internal morale is essential to the City’s success. An employee is required to maintain professional and ethical behavior and act with integrity in all matters. The City of Siloam is committed to providing a work environment that is free from bullying, harassment, intimidation, abusive language, gossip, employees spreading discontent or exhibiting any behavior that is disruptive to the workplace and contrary to the City’s mission.
• Regular Attendance- Punctual and regular attendance is an essential responsibility of each employee at the City of Siloam Springs. Employees are expected to report to work as scheduled, on time and prepared to start working. Employees also are expected to remain at work for their entire work schedule. Late arrival, early departure, or other absences from scheduled hours, that are not pre-approved or are excessive are disruptive and are to be avoided.
  
  

Qualifications

Applicants must have a high school diploma or GED; twelve to eighteen months related experience and/or training; or equivalent combination of education and experience. The successful applicant is expected to maintain successful working relationships with co-workers, other employees, and the public.

Special Requirements

Miscellaneous Information

Hours: 7:30am - 4:00pm Monday - Friday