PW Administrative Assistant

City of Fenton Job Description

Job Title Administrative Assistant – Public Works

Department:
Public Works

Reports to:

Public Works Director

Description Date:
August 2003

Revision Date:
January 2005, January 2018, August 2020, June 2021

Pay Grade: 7 ($31,373 - $38.663 - $45,953)

Status:
Full-Time/Non-Exempt

Provides administrative support for the Public Works department. The incumbent prepares and maintains confidential documents, greets and assists visitors, answers and directs telephone calls, and

Essential Duties and Responsibilities include the following; however, other duties may be assigned. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Answers and directs telephone calls; greets and assists the public with various inquiries.
• Prepares and proofreads correspondence, lists, calendars, and booklets, ensuring accuracy of materials.
• Serves as point of contact for select vendors and suppliers, as assigned by the Director.
• Verifies pricing and prepares purchase orders for various office supplies, cleaning supplies, fuel, and chemicals.
• Monitors fuel usage and prepares fuel usage reports; bills the police department accordingly;
• Completes accurate data entry for department attendance records and activity sheets to track compensation budget; labels timecards, distributes paychecks, and tracks safety shoe vouchers and purchases.
• Processes, prepares, and maintains department files and documents in an organized manner.
• Provides general department and public support; notifies respective internal departments of reported issues, prints shelter reservation forms, and opens and distributes department mail.
• Assists the department in administrative tasks, as needed.
• Other duties as assigned.

High School Diploma or equivalent with one (1) to three (3) years of related work experience or other equivalent combination of education and experience. Must have reliable transportation to and from work.

• Accepted administrative principles and practices;
• Business and governmental correspondence formats;
• Departmental procedures;
• Microsoft Office products, including Word, Excel, Access and Outlook;
• Filing and records systems.

• Operate office equipment such as computers, fax machines, copiers, telephones;
• Read and interpret documents and compose routine reports and correspondence;
• Effectively proofread materials for spelling, grammatical, and content errors;
• Perform basic math functions;
• Solve practical problems and deal with a variety of concrete variables in mostly standardized but
• Effectively communicate both verbal and written information;
• Demonstrate professional and effective interpersonal skills;
• Promote a positive representation of the City of Fenton.

The indoor environment provides for a safe and healthy work environment and is smoke and drug free.

Regularly required to sit for extended periods of time, communicate and exchange accurate information and use repetitive wrist/hand/finger movement. Requires clarity of vision and three dimensional vision. Occasionally required to lift and carry up to fifteen (15) pounds.

This job description is intended to indicate the kinds of tasks and levels of difficulty that will be required of positions that are given this title and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be.

It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under their supervision.

The use of a particular expression or illustration describing those duties shall not be held to exclude other essential functions, responsibilities, or duties not mentioned in this description that are of similar kind or level.

I have read and understand the duties of this job description and, by signing below, I agree that I can perform the duties of this position with or without reasonable accommodation.

Employee Signature Date