Seasonal Administrative Assistant

This position is responsible for providing administration, clerical, and communication support for the Public Works Department, including answering multi-phone lines, FAX, and two-way radio, filing, data entry, record keeping, preparing reports, accounting, billing, computer systems, purchasing, and asset management. 

• Maintains records for the Fleet, Street, and Traffic Departments, such as vehicle mileage and maintenance, purchase orders, and call-outs. 
• Answers telephone and refers calls to proper source; answers two-way radio and logs activity information. Handles complaint calls from public and business community for building locations; maintains all customer inquiries and requests for service.  
• Maintains archives for department’s files and records.
• Computes time worked, vacation, sick leave, etc., on time cards for departments’ personnel for submission to payroll; prepares weekly availability roster and distributes to safety departments.
• Prepares all purchase orders for the department and submits to accounts payable; enters all data into computer files and compiles monthly reports for the Public Works Operations Manager, Street Superintendent, and Fleet Manager.
• Prepares invoices for billing and compiles reports.
• Prepares monthly visa statements and fuel receipt data entry.
• Records minutes of safety meetings and maintains department safety records.
• Works with accounts payables/receivables.

Knowledge, Skills, and Abilities: Knowledge of modern office equipment, practices, and procedures. Knowledge of computers and software programs used in administering an office. Knowledge of accounting procedures. Skill in operation of modern technical office equipment, i.e., computer, FAX, e-mail, Internet, calculator, scanner, copier, etc. Ability to communicate courtesy and diplomacy with City employees and the general public.

Education, Certification, and Experience: High School diploma or GED. Business or vocational secretarial work course completed; and two years of increasingly responsible secretarial work in an office working for an executive office. One year of experience with data entry, accounting, assisting with payroll, record keeping, computer systems, purchasing, and inventory. Clerical and communication support. Valid Kansas driver’s license required.