PT Hobart Sanitary District; HSD Administrative Assistant

PT Hobart Sanitary District (HSD) Administrative Assistant

Position Title: HSD Administrative Support

Position: PART-Time / Hourly

Summary

Description:

Under the supervision of the City Engineer, provides office support to HSD and Engineering Department by providing clerical support to staff, coordinating office operations and performs other department related work as required. This position requires the ability to work independently and exercise good judgment.

Responsibilities:

• Prepare for and coordinate all semi-monthly board meetings, including compiling agendas, gathering supporting documentation, and preparing board packets for review and distribution prior to meetings.
• Coordinate meeting logistics, including scheduling, preparing meeting materials, and ensuring meeting rooms and equipment are properly set up.
• Attend board meetings and accurately record official meeting minutes, motions, resolutions, and actions taken by the board.
• Prepare finalized meeting minutes and related documents for approval and permanent record retention.
• Process invoices and maintain accurate financial and administrative records in accordance with district policies and procedures.
• Prepare contracts, agreements, resolutions, and other official documents approved by the board for execution and follow-up processing.
• Obtain required board member signatures on approved contracts and official documents in a timely manner.
• Maintain organized filing systems for contracts, meeting records, invoices, resolutions, and other district documents, ensuring proper retention and accessibility.
• Serve as administrative support to district management and board members by responding to requests, preparing correspondence, and assisting with special projects as assigned.
• Maintain confidentiality of sensitive information and ensure compliance with applicable policies, procedures, and public record requirements.

Education / Experience: Any combination of education and experience providing the required skill and knowledge is qualifying. Typical qualifications would be equivalent to:

• High school diploma or equivalent
• High school work program
• Internship

Knowledge, Skills & Abilities: Correct English usage, grammar, spelling and punctuation; modern office methods and procedures, computer equipment and filing systems, business letter and report writing techniques; proofreading; statistical and record keeping principles and procedures and a general math background.

Specific

Skills:

Be capable of performing professional administrative work requiring independent judgement with speed and accuracy; learning, interpreting, and applying organizational policies, laws, rules and regulations; organization of reports; composing inter-office correspondence on own initiative; typing accurately, computing arithmetic calculations; meeting the public and courteously answering questions in person and over the phone; communicating effectively with all segments of the community including private and public organizations and local agencies.

In addition, the applicant shall be capable of performing work associated with the operation of a computer and computer programs including Microsoft Word, Excel, PowerPoint, and other appropriate programs and materials related to the functions of the Hobart Sanitary District (i.e. sewer maintenance and associated databases).

Desirable

Qualifications:

Fundamental accounting, bookkeeping skills, and knowledge of engineering/environmental processes, in addition to a background with public interaction.

Note:

This job specification should not be construed to imply that these requirements are exclusive to the standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as may be required by their supervisor.