Administrative Assistant

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Full-time position responsible for clerical work in the processing of contracts, grants, purchases, billing, inventory and general operation of the Public Works Department and other departments as needed.

The work includes processing documents, processing and retrieval of computerized data, and providing general assistance in the operations of the Public Works Department. This includes work performed in the operations of purchasing and billing for the Public Works Department, and any department supervised by Public Works Department. The work is performed under the defined objectives, priorities, and deadlines as directed by the Public Works Department Director.

The work is reviewed through observation for achievement of desired results and for adherence to established policies and procedures. Previous Public Works or Municipal Utility experience preferred. This role works directly with the Public Works crews at the Public Works facility.

(The items listed below are not intended to be a complete list of all functions and duties of this position.)

Regular attendance at work during normal business hours;

• Make photocopies, answer telephone calls and give general information in response to public or official inquiries;
• Using a computer, type letters, memoranda, bid specifications, statistical summaries, reports and other materials from handwritten, rough drafts;
• Maintain the City’s inventory system;
• Proof read all type written materials for spelling, punctuation, grammar and format;
• Assist the Public Works Department with the operation and responsibilities of the processing, procurement and dispensing of goods and services as defined by the City’s Purchasing Policy;
• Assist in maintaining the City’s data bases;
• Assist with preparation, distribution, and evaluation of bid packets and information;
• Maintain reoccurring bid list;
• Maintain bid files and documents;
• Assist in payroll preparation for department;
• Subject to working in a confined area in close proximity to others, and with frequent interruptions;
• Maintain City’s contract files, track expiration, and renewal periods of active files;
• File documents and correspondence alphabetically, numerically, or by other classification in pre-established files;
• Search files and computer data for information;
• Coordinate and attend safety and training meetings for the department;
• Do any and all other functions that may be required by the Public Works Department Director or person designated by the Public Works Department Director.

• Public Works or Municipal experience preferred;
• Knowledge equivalent of a high school diploma; and, such training and /or experience as would provide the applicant with the referenced knowledge, skills, and abilities;
• Knowledge of the organization, operations, policies, procedures and administrative practices existing within the department to which the position is assigned;
• Comprehensive knowledge of Windows and PC applications including Microsoft Word, Excel, and Access;
• Knowledge of office equipment such as computers, faxes, and photocopiers;
• Knowledge of smartphones, wireless tablets, thumb drives, Bluetooth devices, and other growing technological uses practice in business.
• Ability to understand and follow oral and written instructions and undertake responsibilities with some initiative and judgment;
• Ability to establish and maintain effective working relationships with City officials, employees, and officials of other governmental and private…