Solid Waste Administrative Assistant

CLASSIFICATION SUMMARY The Administrative Assistant is responsible for optimizing the business aspects and commitments of the Solid Waste Department. The Administrative Assistant reports directly to the Solid Waste Manager.

Under general supervision, performs a wide variety of duties for the Solid Waste Department such as, but not limited to; this position entails specific tasks that are technical in nature and requires the ability to work with others to accomplish department goals and objectives. This position is responsible for answering the phone, customer relations, scheduling, conducting payroll, invoice processing, maintaining equipment, and any other assignments given for the Solid Waste Department.

Regular work hours are Monday – Friday 8 am to 5 pm, however extended hours may be required, including some weekend work. Must be able to adapt to flexible work schedule as established by the Solid Waste Manager. This position is FLSA Non-exempt.

The Administrative Assistant coordinates with the Solid Waste staff to support the Solid Waste Manager and to ensure department’s business goals are met. The Administrative Assistant assists the Solid Waste Manager in managing overall business aspects of the department including solid waste collection, dumpster maintenance, and vehicle maintenance including scheduling for these divisions for the department. The Administrative Assistant may assign tasks to other department personnel to ensure customer satisfaction and department goals.

To perform this job successfully, an individual must be able to perform each essential function satisfactorily.

Union Status: Union Excluded. This position is excluded from the bargaining unit due to the confidential, managerial, administrative, or supervisory nature of its duties and is not covered by a collective bargaining agreement.

• Originates, drafts or occasionally transcribes a variety of departmental letters, memoranda, and notices. Schedules meetings and trainings as needed.
• Maintains manual and computer records for department programs, contracts, vehicle maintenance records, policies and procedures, safety matrix and safety training schedules.
• Performs routine bookkeeping and clerical tasks including typing using Microsoft word, Excel spreadsheet, and database applications, making copies, sending faxes and scanning and emailing.
• Maintains employee schedules and makes changes as needed. All forms and correspondence are turned in to correct department for payroll.
• Assists staff to ensure employee timesheets are submitted accurately and timely on a bi-weekly basis. Prepares department payroll for final approval by the department head.
• Answers phone, serves as a receptionist, and provides departmental information to outside agencies and the general public.
• Maintains requisitions/purchase orders, receipts of goods and/or services, and contracts. Codes invoices and billings for purchases. Process invoices weekly for payment.
• Maintains and orders stock of janitorial and office supplies.
• Prepares requisitions, elicits price quotes and acquires appropriate signatures.
• Maintains and updates Solid Waste website via The Agency.
• Assist in the preparation of department’s budget, researching funding from all available state, federal and other sources including the availability of grants.
• Prepares Requests for Proposals (RFP), bids, grant applications, contracts and other documents assigned and monitors associated documents and reporting requirements through completion.
• Maintains and updates the department’s business plan.
• Coordinate assigned activities with other departments, agencies, and organizations.
• Respond…