Administrative Level I - PW

Description

Hiring Range: $19.14 - $20.34 hourly

Work Schedule: Generally works up to 28 hours per week; schedule may vary

NATURE OF WORK
As a member of the Public Services Department, the Public Works Administrative Level I is responsible for assisting with a variety of administrative tasks to support the Public Works Department’s mission, vision, goals, philosophies, and initiatives. The Public Works Administrative Level I supports the department and management team by acting as an information resource with considerable independence including critical, complex, or sensitive public contact, vendor and contractor communication, and other clerical duties such as maintaining files, creating and maintaining databases and spreadsheets, and email and phone correspondence.

The Public Works Administrative Level I is required to perform work in a manner consistent with and exemplary of the town’s PRIDE philosophies and the town’s Equal Opportunity Employment policy.

SUPERVISION EXCERCISED
No supervisory responsibilities or control exercised.

SUPERVISION RECEIVED
The Public Works Administrative Level I works under the direct supervision of the Public Service Business Manager to carry out assigned duties, functions, roles and projects in both routine and complex circumstances.

Essential Job Functions

ESSENTIAL JOB FUNCTIONS
The Public Works Administrative Level I is assigned specific assignments, job duties, scope, authority, responsibility, roles and requirements as determined by the town, department, division, and pursuant to laws, regulation and practices. Incumbents in this position must be able to successfully perform, be responsible for and/or assist in the fulfillment of many job functions and duties with or without reasonable accommodations. The individual must exercise independent judgement with a responsibility for accuracy, timeliness, completeness and assurance of proper quality control according to established procedures.
The following duties and responsibilities are illustrative of the primary functions of this position and are not intended to be all-inclusive:

• Handles office interactions with outside visitors including greeting and directing guests, visitor badges, answering phones, and handling requests or complaints in a professional and timely manner.
• Creates and/or modifies memos, correspondence and reports.
• Monitors all office supplies and inventories to ensure a well-stocked office.
• Occasionally preforms mail runs to and from town buildings; accurately prepares and enters payment requests in accounting software in an appropriate manner; performs errand or pick up/delivery of items as requested.
• Opens, sorts, and distributes all incoming mail and prepares outgoing mail.
• Supports a service culture of two-way dialogue and ensures all internal clients, as well as division employees, receive timely and relevant information.
• Accurately maintains files with confidentiality in an accessible format.
• Assist and support administrative lead in handling administrative operations.
• Serves as a support person to either repair or contract repair services for office machinery.
• Obtains W9’s from vendors for records management.
• Assists with the handling of hydrant meter requests, returns and maintains good working relationships with contractors.
• Performs a variety of word processing duties, such as typing correspondence; designing, writing, editing, and preparing letters, maintaining mailing lists; preparing periodic department activity reports; drafting and maintaining forms; establishing, maintaining and updating operation manual/procedures; taking meeting minutes.
• Operates a variety of office equipment, including computers and related software, calculator, photocopier, scanner, and related specialized office equipment.
• Prepare meeting agenda’s; maintain calendars, conference room schedules, and setup rooms for meetings.
• Schedules, organizes and orders food for meetings, events and department/division activities.

• May be involved in special projects that are directly or indirectly related to essential job functions.
• Consistently work safely, report and address safety concerns in a timely manner.
• Ensures assigned tasks are competed on a daily basis and meets established deadlines.
• Attend and prepare summary of meeting notes.
• Continues educational and certification requirements in order to remain abreast of current methods and procedures.
• May participate in town employee committees, projects, or assignments as required.
• Performs other duties and special projects as assigned by Managers, Supervisors and Business Recreation Supervisor.
• Maintains information on the department website.

Education, Knowledge, Skills, Abilities

EDUCATION, EXPERIENCE AND FORMAL TRAINING

• Minimum of two (2) years of administrative experience in a related field, such as public or private business
• Minimum high school diploma or equivalent.
• Previous administrative, customer service and receptionist experience highly desirable.
• Any equivalent combination of training and experience that provides evidence that the applicant possesses the required knowledge, skills, and abilities to perform the essential functions.

• Must have a current Colorado Driver’s License or the ability to obtain one upon hire, that meets the Town of Windsor’s standards.
• Obtain FEMA certifications core courses 100, 200, 700 within one (1) year of employment.

• Proficient in the use of computers, including accounting software, database software, document management software, and Microsoft Office.
• Strong verbal communication skills with the ability to effectively communicate and interact with all levels of personnel, clientele and visitors of the Town of Windsor.
• Good organization and time management skills.
• Ability to communicate effectively with employees and various facility users in order to establish and maintain positive working relationships.
• Ability to receive and respond to customer inquiries, requests and complaints with tact, discretion and diplomacy.
• Ability to maintain confidential records and discussions with the Business Recreation Supervisor and division managers.
• Ability to operate a variety of standard office equipment, e.g. copier, fax machine and personal computer.
• Ability to handle telephone calls and walk-ins in a courteous and professional manner, with a variety of people and temperaments in potentially stressful situations.
• Demonstrated personal effectiveness, credibility, thoroughness, flexibility, and collaboration skills in adhering to and advancing the town’s vision, mission and values.

• Equipment: Position requires use of various equipment including staff vehicles, computers/tablets/other digital equipment, calculators, copiers, printers, multi-line telephone systems, and Springbrook software systems.
• Materials: Position requires use of a variety of materials: N/A

Additional Information

WORKING ENVIRONMENT & PHYSICAL REQUIREMENTS
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.

The physical activities of this position include, but are not limited to, the following: kneeling, stooping, reaching, lifting, fingering, sitting, grasping, feeling, talking, hearing and repetitive motions.

The physical requirements of this position are considered both Sedentary Work, exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body; and, Light Work, exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.

The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines (including inspection); using measurement devices; and/or assembly or fabrication of parts at distances close to the eyes.

The employee is not substantially exposed to adverse environmental conditions (as in typical office or administrative work).

This position is not considered safety sensitive because the individual does not operate a commercial motor vehicle, as a regular function of his/her daily job duties.

The Town of Windsor will make all reasonable accommodations to ensure that people with disabilities have an equal opportunity in employment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Note: This position description is not intended to be an exclusive list of all of the requirements, duties, tasks, roles or responsibilities associated with the position. Nothing in this position description restricts the town’s ability to assign, reassign or eliminate duties and responsibilities of this job at any time.

The Town of Windsor will make all reasonable accommodations to ensure that people with disabilities have an equal opportunity in employment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The town is dedicated to the principles of equal employment opportunity. The town prohibits unlawful discrimination against applicants or employees on the basis of age 40 and over, race (including traits historically associated with race, such as hair texture and length, protective hairstyles), gender (regardless of gender identity or gender expression), sexual orientation, color, religion, national origin, creed, disability, marital status, military status, genetic information, pregnancy, or any other status protected by applicable state or federal law.

The town is dedicated to the principles of equal employment opportunity. The town prohibits unlawful discrimination against applicants or employees on the basis of age 40 and over, race (including traits historically associated with race, such as hair texture and length, protective hairstyles), gender (regardless of gender identity or gender expression), sexual orientation, color, religion, national origin, creed, disability, marital status, military status, genetic information, pregnancy, or any other status protected by applicable state or federal law. This prohibition includes unlawful harassment based on any of these protected classes. Unlawful harassment includes verbal or physical conduct that has the purpose or effect of substantially interfering with an individual’s work performance or creating an intimidating, hostile, or offensive work environment. This policy applies to all employees, including managers, supervisors, co-workers, and non-employees such as customers, clients, vendors, consultants, etc.

The town will make reasonable accommodation(s) for qualified individuals with known disabilities unless doing so would result in an undue hardship for the town or cause a direct threat to health or safety. The town will make reasonable accommodation(s) for employees whose work requirements interfere with a religious belief, unless doing so poses undue hardship on the town. Employees and/or applicants needing such accommodation are instructed to contact the Human Resources Department.