Administrative Assistant - Solid Waste

Class Summary

Assigned to:
Scale House

The Solid Waste Divisionis seeking a detail oriented and customer focused Administrative Assistant to provide critical administrative and operational support for a fast paced public service operation. This position serves as a central point of coordination for customers, field staff, supervisors, and management, ensuring that daily operations run efficiently and effectively. Responsibilities include processing accounts payable, answering customer inquiries, creating and tracking work orders from initiation through completion, maintaining records, and supporting division leadership with a variety of administrative functions.

This role offers a unique blend of office administration, customer service, and operational support. The successful candidate will help coordinate compliance efforts related to trash container regulations, assist with service requests, and provide backup support for scale house operations during staffing shortages and one scheduled Saturday per month. The ideal candidate is highly organized, adaptable, and enjoys working in a collaborative environment where no two days are the same and their work directly contributes to serving the community.

Incumbents are responsible for performing semi-skilled administrative support to a single specified area or division.

REPORTING STRUCTURE:

Receives general supervision from a Supervisor or Division Manager.

Typical Class Essential Duties

1. Serves as a primary customer service function to a specified division(s) or area and performs semi-skilled administrative support with some independence, including responding to routine requests for information, directing callers and visitors to appropriately to internal departments or individuals; taking and transmitting messages; communicating with the public regarding fees, policies, rules and general information about a division, facility, or event.

2. Performs various clerical duties utilizing standard office equipment including basic research, making photocopies, and faxing documents, ordering office supplies, filing and record retention. Utilizes software systems and databases; data entry to collect and maintain records.

3. May train others on administrative level work and temporarily assist in other departments as needs arise in the organization.

4. Processes accounts payables and/or receivables including calculating and determining settlements or adjustments; accepts payments; may maintain a petty cash supply; and researches, tracks and coordinates all accounts payables and/or receivables for an assigned area.

5. Receives, processes, sorts, and/or distributes a variety of mail, internal correspondence, materials, invoices, payments, and/or other applicable items.

6. Runs standard reports according to established timelines, or as directed.

7. Assists in the coordination and administration of calendaring, special projects, events, and/or programs as assigned.

8. Represents the City of Casper by responding to the public, citizens, its employees, and others in a prompt, professional, and courteous manner while continuously maintaining a positive customer service demeanor.

9. Performs other duties of a similar nature or level.

Knowledge (position requirements at entry):

Knowledge of:

* Customer service principles.

* English language, grammar, and punctuation.

* Basic mathematical principles.

* Baisc record keeping and file management principles.

* Time management tools.

* Modern office procedures, methods and use of technological equipment including database management and computer software programs such as Microsoft Office.

Abilities (position requirements at entry):

Ability to:

* Organize records in an easily retrievable fashion.

* Routinely demonstrate the City of Casper core values.

* Operate modern office equipment, software and operating systems/applications.

* Maintain confidentiality.

* Learn and follow applicable procedures and policies.

* Accurately proofread numerical and text data.

* Accurately type documents at a reasonable rate of speed.

* Learn and follow applicable procedures for accounts payable/receivable and Municipal budgets.

* Learn and follow applicable procedures…