Office Assistant Solid Waste

Performs administrative duties for the Manager of the Solid Waste, Street, and Recycling Department and the Office Coordinator II. Performs secretarial duties for the Solid Waste Department. Employee may be required to work in relief of other secretaries during their absence. Responsibilities and duties include secretarial duties, dispatch, and assisting in routine administrative matters that are well-defined. Work requires the exercise of considerable initiative, independent judgment, and discretion in screening calls, visitors, and mail.

1. Provides good customer service to citizens, businesses, vendors, and others, and follows up through resolution.
2. Performs secretarial duties for the Solid Department as assigned by the Manager of the Solid Waste, Street, and Recycling Department.
3. Assists the manager in daily administrative duties.
4. Informs the supervisor of problem areas that could cause a negative attitude or liability claim with residents.
5. Educates the public about department rules and regulations.
6. Receives and transmits work orders from Police, Building, Engineering, and other departments.
7. Review invoices and statements for approval by the Supervisor or Manager.
8. Ensures that all employee records, files, correspondence, medical excuses, accident reports, etc., are well kept and forwarded to the appropriate department.
9. Ensures that all correspondence and memorandums are forwarded to the appropriate department.
10. Performs general accounting duties, including purchase requests, vouchers, bills, statements, and materials received forms, which are forwarded to the appropriate department.
11. Answers questions, takes complaints, and handles problems that do not need the attention of the Manager. Coordinates responses with supervisors to ensure the resolution of complaints and issues.
12. Maintains and coordinates appointment schedules.
13. Dispatches vehicles for the department
14. Monitors and maintains the Fuel Program for General Fund, including updating employee records, assigning keys, and issuing reports.
15. Uses IWorks or other programs to enter, maintain, and update work orders for fleet maintenance and/or public works related projects.
16. Issues purchase orders, purchase requests, and other forms associated with purchases.
17. Transcribes letters and prepares reports, statements, and memorandums.
18. Answers telephone and directs calls to the appropriate party.
19. Maintains correspondence filing systems and databases.
20. Prepares and/or reviews reports, travel vouchers, time sheets, and other correspondence.
21. Collects, sorts, and distributes mail and other correspondence to the appropriate party.
22. Orders materials for projects and coordinates delivery or pickup.
23. Works with any part-time/temporary employees to ensure work is completed and phones and radios are answered during normal hours.
24. Performs other duties as assigned.

1. High school diploma/GED, or equivalent education beyond high school through an accredited college, technical institute, or other similar institution with coursework in Secretarial Science, Administration, or a related field that provides the knowledge, skills, and abilities to perform the job duties.
2. Must have a minimum of 18 months working experience in a related field.
3. Must have strong computer skills.
4. Must have a valid driver’s license.

1. Ability to learn department and city rules, policies, and regulations.
2. Must have strong computer skills with Access, Word, and Excel for Windows.
3. Ability to maintain administrative records: timesheets, leave reports, correspondence, etc.
4. Must have a thorough knowledge of business English, vocabulary, spelling, and arithmetic.
5. Must have a working knowledge of the City of Florence streets.
6. Thorough knowledge of secretarial practices and procedures.
7. Ability to prepare and maintain accurate records and reports.
8. Ability to compose correspondence on routine matters and to perform routine office-related assignments without supervision.
9. Skills in the use of typewriters, computers, calculators, two-way radio, and fax machines.
10. Ability to maintain effective working relationships with employees, customers, department heads, etc.
11. Ability to establish and maintain filing systems.
12. Ability to deal with employee and customer complaints.
13. Ability to work under stressful conditions.
14. Ability to work and coordinate with other city departments.

Supervision:
Supervisor has set the overall objectives. Employee works independently and uses initiative in planning, preparing, and completing work assignments.

Physical Demands (with or without accommodations):

1. Ability to sit for long periods of time.
2. Ability to carry light objects
3. Above-average mental pressure and stress while performing daily activities.
4. May be exposed to dust, dirt, and other disagreeable conditions associated with the public works department.

Equipment/Tools Used:

1. Computer
2. Typewriter
3. Calculator
4. Communication equipment
5. Fax machine
6. Multi-function phone system

Applications may be used for up to ninety (90) days for similar job postings.

The City of Florence, Alabama is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities.