Administrative Assistant - Public Works

Performs a variety of complex, routine and technical administrative functions in support of the Public Works Department.
 
This description covers the most significant essential and auxiliary duties performed but does not include other occasional work which may be similar, related to, or logical assignment to the position.
 
The job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

ESSENTIAL JOB FUNCTIONS:

Receives the public by phone and in-person; answers multi-departmental questions and provides complex and detailed information as required to employees, citizens and organizations and refers, when necessary, to appropriate people.

Provides administrative support to managers and supervisors within the department to coordinate workflow. Monitors administrative activities and ensures conformance with City policy and procedure. Establishes and compiles record-keeping systems, analyzes data and prepares periodic departmental reports.

Creates and monitors departmental records and forms. Develops, organizes, and maintains a variety of filing systems, records, reporting systems, and documents for department. Scans various administrative files and distributes documents and records as required.

Coordinates cemetery sales, tracks plot information, cemetery records, and processes sales. Schedules cemetery activities and related services with cemetery staff and funeral homes. Processes headstone permits and maintains cemetery software. Accepts and processes associated payments. 

Coordinates City park amenity, sport field and conference room reservations; reviews reservation requests and processes payments. Answers questions and coordinates with City staff, external organizations, and citizens when appropriate. 

Shuttles vehicles; transports packages, mail, documents, and deliveries to various locations.   Performs department errands within City as needed.

Facilitates and coordinates online auctions of surplus vehicles, equipment, and goods.

Operates various computer software database systems to coordinate inspections and internal orders. 

Receives and coordinates requests for services. 

Composes and edits a variety of correspondence, reports, statistical data, contracts, meeting minutes, transmittals, memoranda, and other material requiring judgment as to content, accuracy, and completeness, some of which may require obtaining, organizing and planning suitable presentation of content. Edits, proofs, and rewords work of others as needed.

Researches, obtains, and compiles information needed for administrative use or report preparation where only general directions are received. 

Participates in special projects, committees, and work groups as requested by Public Works Director or Division Managers. 

Assists all divisions in community engagement program development, recordkeeping, and coordination of volunteers.

Cross-trains with other administrative staff to assist in duties during peak periods and to provide back-up during absences.

In an emergency event or an officially declared State of Emergency, responds as directed to ensure the continuance or restoration of essential public services, facilities, and infrastructure.

Performs a variety of administrative duties and related work as assigned which may or may not be routine in nature and other duties as assigned.

May operate a motor vehicle on occasion to collect mail, attend meetings, trainings, and other situations when necessary.

JOB QUALIFICATION REQUIREMENTS:

Mandatory Requirements:

High school diploma, or GED equivalent, supplemented with an Associate’s Degree in Business; minimum of four (4) years of verifiable administrative work experience; or any equivalent combination of experience and training which demonstrates the ability to perform the above-described duties.

Thorough knowledge of general office practices and procedures; correct and effective use of grammar, business English, spelling, and punctuation. Thorough knowledge of filing systems, operations, policies, procedures, terminology, and governing laws of the department. Proficient writing skills to prepare reports, technical and procedural documentation. Knowledge of computer systems and software; basic math principles.

Understand and execute complex oral and written instructions; express ideas and convey information effectively, orally and in writing; maintain confidentiality; deal effectively with frequent interruptions and several situations at one time; establish priorities and organize own workload; establish and maintain effective working relationships with other employees, public and private offices, and the general public; and effectively use business telephone etiquette.

Special Requirements / Licenses:

The position could be required to operate a vehicle in the course of their position. Possession of, or must obtain within thirty (30) days from date of hire, a valid Oregon driver’s license.

Must have a safe driving record.

Desirable Requirements:

For desirable requirements to be considered, one must have met the mandatory requirements noted above:

• Bachelor’s Degree in Business Administration, Public Administration, or related field
• Two (2) years’ verifiable work experience in Public Works 
• Two (2) years’ verifiable work experience in a municipal government setting (City/County)
• Two (2) years’ verifiable work experience in MS Word, MS Excel, database software, creating and editing documents, creating charts and graphs, and creating reports and queries. 

PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 
While performing the duties of this job, the employee is frequently required to sit, walk and talk or hear; use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms.
 
The employee must occasionally lift and/or move up to twenty-five (25) pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.
 
TOOLS AND EQUIPMENT USED:
Requires frequent use of personal computer, including word processing, Internet, and spreadsheet programs; calculator, telephone, scanners, copy machine, fax machine and postage machine. This position requires use of City vehicles. 
 
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
 
While performing the duties of this job, the employee works in an office environment; the employee rarely works in outside weather conditions. The noise level in the work environment is usually quiet.