Administrative Assistant I

Description

GENERAL DUTIES AND RESPONSIBILITIES:

• To support the vision, mission and guiding principles of the City.

• While performing any procedure, all associates and contract personnel must observe applicable Safety, Health, and Environmental rules and guidelines. The use of appropriate personal protective equipment is required.

• Attend and participate in training opportunities and seminars relevant to this position.

• Adhere to appropriate City operating procedures, benefit rules, employment, and safety policies/practices.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Initiates, maintains, modifies and summarizes a variety of records and reports;
• Assists the public in person or on the telephone; receives and processes requests and complaints; answers questions for the public regarding information available to the public;
• Maintains a variety of files and records; enters data into computer and files;
• Answers telephones and greets visitors; provides information or refers to proper department or individual;
• Assists administration with requests for data retrieval as required;
• Keeps track and completes payroll for the Public Services Department.
• Prepares and submits purchase order requests.
• Receives and handles all invoices for department.
• Performs related duties as assigned.

JOB SCOPE:

• Job has recurring work situations involving moderate degrees of discretion.  The need for accuracy and effective utilization of accepted programs and procedures is high.  Errors in judgment and execution will waste time and resources adversely impacting unit performance.  Incumbent operates independently but work is verified by supervision.

The purpose of this position is to assist in keeping the Public Services Department running smoothly by keeping up with all the necessary paperwork involved.

Supervisory Controls:  The Director of Public Services assigns work in terms of departmental goals and objectives.  The work is reviewed in terms of effectiveness of meeting objectives.

Guidelines:  Guidelines include City and Departmental policies and procedures, City Codes and Ordinances, Federal, State, and Local laws.

COMMUNICATIONS/CUSTOMER CONTACT:

Contacts are typically with co-workers, and the general public.

Contacts are typically to give and exchange information, provide services, resolve conflicts, and solve problems.

COMPETENCIES/SPECIFIC EXPERIENCE OR TRAINING PREFERRED:

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.

Equipment and Applications:

• Computers and peripheral equipment
• Designated software applications

• Telephones, copiers and other office equipment

JOB CONDITIONS:

Physical Demands: Visual acuity in both eyes, normal color vision, good accommodation and no field deficits; hear in-person, radio and telephone conversations; recognize differences or changes in sound patterns, loudness or pitch; speak audibly and clearly; identify and distinguish smells of different materials; sit or stand for prolonged periods; walk, run, kneel, stoop, crawl and crouch; make precise and coordinated finger, hand and limb movements; maintain uniform, controlled hand-arm posture or movement; lift and carry boxes of evidence and/or supplies (average 50 pounds).

Work Environment:  Work is performed in an office environment and may require a willingness to work any hour of the day or night (shift work), overtime, or weekends.

Qualifications

Minimum Qualifications:

High School diploma or equivalent;

one (1) to three (3) years of related experience; equivalent combination of education and experience.

Knowledge, Skills and Abilities:

• Knowledge of basic computer operation;
• Knowledge of modern office practices, procedures and equipment;
• Knowledge of  record-keeping techniques;
• Knowledge of correct English language usage, grammar, spelling, punctuation and vocabulary;
• Knowledge of laws, rules and regulations related to assigned activities;
• Knowledge of applicable laws, codes, regulations, policies and procedures related to assigned activities;
• Skill in oral and written communication skills;
• Skill in using tact, patience and courtesy;
• Ability to ensure proper practices and procedures are followed;
• Ability to work confidentially and with discretion;
• Ability to understand and follow oral and written directions;
• Ability to maintain routine records;
• Ability to operate a computer terminal to enter and retrieve data;
• Ability to read, interpret, apply and explain codes, rules and regulations, policies and procedures;
• Ability to establish and maintain cooperative and effective working relationships with others.

Salary : $17