Administrative Assistant-Building and Maintenance

Under regular supervision performs administrative, secretarial and clerical duties in support of the functions and activities of the Public Works Department. Duties include receiving complaints, keeping maintenance records on all County roads, and maintaining time sheets for all public works employees. Reports to the Director of Building and Maintenance. During emergency situations, i.e. storms, snow, etc. is required to work 24 hours as part of the Emergency Communications Dispatch.

• Greets and assists visitors to the office providing information regarding public works activities and to receive complaints concerning various public works issues.
• Enters work orders for all complaints received. Tracks employee work activities throughout the day. Completes work order forms as work is completed to include date, time, action, and man-hour information.
• Keeps maintenance records on all County roads including information on work done, materials utilized, equipment needed, and man hours.
• Maintains time sheets for all public works employees and completes bi-weekly payroll information for processing.
• Prepares requisitions for supplies needed to include signs, posts, office supplies, and computer supplies.
• Maintains tickets from various landfills and forwards to finance for billing; monitors invoices for accuracy.
• Provides assistance to employees in completing accident and insurance forms.
• Receives incoming calls, provides information, forwards calls to appropriate area, and takes messages when necessary. Receives requests and provides information regarding inspections.
• Performs routine clerical duties such as typing, filing, copying, faxing information, preparing correspondence, and greeting visitors to the office.
• Receives, reviews, prepares and processes various records and reports to include time sheets, phone messages, login sheets, purchase orders, requisitions, aggregate tickets, billing invoices, packing slips, landfill tickets, work orders, etc.
• Interacts and communicates with a variety of groups and individuals to include co-workers, immediate supervisor, other departmental personnel and supervisory staff, citizens, utility companies, vendors, council members, school officials, etc.
• Utilizes various types of equipment and machinery in the performance of duties such as a computer, typewriter, adding machine, copier, postage machine, copier, recorder, etc.

Requires a high school diploma or equivalent with vocational or technical school training in secretarial science or related area and a minimum of one to two years experience in a secretarial or clerical position directly dealing with the public; or any equivalent combination of training and experience which provides the required knowledge, skills and abilities.

Must be physically able to operate different types of office equipment including computer, calculator, copier, typewriter, etc. Must be physically able to exert up to twenty pounds of force occasionally and/or frequently to lift, carry, push, pull, or otherwise move objects. Sedentary work involves walking and standing for brief periods of time. Must be able to lift or carry up to twenty pounds.

Requires the ability to compare and or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.

Requires the ability of speaking and/or signaling people to convey or exchange pertinent and vital information to co-workers. Includes the receiving of information and instructions from supervisor.

Requires the ability to read and prepare a variety of documents and reports using the proper format, punctuation, spelling and grammar. Has the ability to speak with co-workers and the general public with poise, voice control and confidence.

Requires the ability to apply principles of common sense understanding to carry out instructions furnished in written, oral or diagrammatic form. Requires the ability to make routine independent judgments in absence of supervision. Must have the ability to comprehend and interpret received information and to understand and implement basic computer and office machinery functions.

Requires the ability to record and deliver information, to explain procedures, to follow and give verbal and written instructions. Must be able to communicate effectively and efficiently with persons of varying educational/cultural backgrounds and in a variety of technical and/or professional languages.

Requires the ability to utilize mathematical formulas; add and subtract totals; multiply and divide; determine percentages and decimals; determine time and weight.

Requires the ability to inspect items for proper length, width and shape.

Must have excellent hand/eye coordination.

Requires the ability to handle a…