Administrative Secretary (Public Works

IF YOU ARE INTERESTED IN THE ADMINISTRATIVE SECRETARY POSITION FOR ANOTHER DEPARTMENT, YOU MUST COMPLETE A SEPARATE APPLICATION.

This position is responsible for providing administrative and secretarial support for division operations.

Monday – Friday 7:00am - 4:00pm

• Composes, or transcribes from voice recordings and/or rough draft, correspondence, resolutions, ordinances, contracts, condemnation requests, minutes, schedules, memorandums, charts, statistical tables, graphics, forms, reports, and other material, using personal computer.
• Prepares, types, and maintains employee records, sick and vacation leave, and other required personnel actions and forms, including disciplinary action forms.
• Works with the Personnel Department and other staff members to prepare job postings, contacts candidates and schedules interviews, writes notes during interviews, assists with preparing selection memos, and handles other hiring coordination efforts.
• Indexes, records, and files permanent records and other material alphabetically, numerically and/or geographically.
• Makes appointments and schedules travel arrangements.
• Reads and routes incoming mail and assembles files and other materials to facilitate reply by a superior or self.
• Performs various financial duties such as cash reception, receipt writing, billing, payroll and invoice processing, and other financial transactions.
• Maintains cross-referenced office files and a variety of other records.
• Prepares and types requisitions and purchase orders for the purchase of materials, supplies and equipment; maintains the bidding and purchasing process.
• Prepares agenda and minutes of meetings.
• Prepares, processes, and types a variety of records and reports.
• Serves as receptionist, answers telephone and gives specific and general information in response to public and departmental inquiries; handles requests for information, service, complaints and other public contact work.
• Works within Oracle and Microsoft Office Suite software to monitor and log work requests and complaints; prepares, documents, and closes out work orders and other Oracles items as required.
• Contacts citizens and other Departments pertaining to work orders and other Oracle items’ status as required.
• Performs related duties.

• Knowledge of modern office practices and procedures.
• Knowledge of city and departmental policies and procedures.
• Knowledge of computers and job-related software programs.
• Knowledge of file management principles.
• Skill in prioritizing and organizing work.
• Skill in the provision of customer services.
• Skill in the maintenance of files and records.
• Skill in the use of such office equipment as a computer, scanner, fax machine, and copier.
• Skill in oral and written communication.

The supervisor assigns work in terms of general instructions. The supervisor spot‑checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.

Guidelines include city, department, and division policies and procedures. These guidelines are generally clear and specific but may require some interpretation in application.

• The work consists of related administrative duties. Frequent interruptions and the need to multitask contributes to the complexity of the position.
• The purpose of this position is to coordinate the administrative functions of the Public Works Department. Successful performance contributes to efficiency and effectiveness of department operations.

• Contacts are typically with coworkers, other city personnel, elected and appointed officials, developers, contractors, business owners, representatives of state agencies, and members of the general public.
• Contacts are typically to exchange information, resolve problems, and provide services.

• The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, or stooping. The employee occasionally lifts light and heavy objects.
• The work is typically performed in an office.

None.

• Graduati…