Administrative Assistant

General Functions/Distinguishing Characteristics

The employee occupying this position is responsible for performing a variety of clerical duties such as receptionist, maintaining files and records, and assisting customers. Employee works with other departments within the City of Palmer. The Administrative Assistant is expected to organize, coordinate, and assist in administering day to day functions for the Public Works Department. Work is performed with considerable independence within prescribed guidelines and involves the application of independent judgment and discretion.

Essential Functions & Duties

Answer telephone calls in a courteous manner and screen for which matters can be handled independently and others that need to be transferred to the appropriate offices or personnel, respond to inquiries without advice or direction.

Knowledge of City boundaries, municipal code, standard specifications, City street names, landmarks, parks and recreational areas, water treatment process, solid waste routes, and other Public Works related information.

Establish and maintain files, records and other information sources. Maintain suspense file on recurring and other scheduled requirements for replies and reports, maintain filing and accounting systems ensuring that the reporting requirements are current and compliant.

Use computerized equipment to type correspondence, legislation, spreadsheets, reports, database entries, meeting records and other materials from dictation, drafts or general instructions. Obtain, organize and plan suitable presentation of content, review work for format consistency, grammatical construction and accuracy, including mathematical accuracy and present material for review or distribution.

Act as a liaison with contacts within and outside the organization, obtain and disseminate information, arrange meetings, travel, and provide or arrange necessary office services such as purchasing supplies, duplication and distribution of materials and similar functions.

Maintain department work order system.

Bi-weekly input of employee timecards in to InCode for review and approval by Public Works Director.

Maintain department files on all construction and procurement, operation and maintenance of all City facilities including, but not limited to: public water and wastewater utility systems; solid waste collection; municipal airport; public streets; street lights; signs; traffic controls; buildings; recreational facilities; grounds; gardens; and City equipment.

Assist Director of Public Works in coordination of consultant services procurement for capital project planning, design and administration, and other public services.

Coordinate with Director of Public Works on clerical work pertaining to municipal, state, and federal agencies regarding grants, coordination of services, capital improvements, and regulatory permit issues.

Work with Finance to assure proper and timely reporting and routing of Public Works financial information, including grant accounting and reports, bi-weekly invoices and monthly credit card statements for Public Works.

Assist with departmental operating and capital budgets.

Administer an efficient and effective system to purchase, secure, and utilize departmental supplies and equipment.

Facilitate procurement of request for proposals, bid specifications and related construction projection documents; perform project administration including cost accounting, schedules and project budgets.

Maintain records and maintenance for OSHA safety regulations, capital improvement plans, contracts, grants, City projects, and all Public Works documentation.

Post RFP's, competitive bids, weekly construction project updates, and other information to City website on a regular basis.

Serve as the Department's social media correspondent, including updating City Facebook, Twitter, and other social media accounts, in coordination with the City Clerk.

Organize and schedule robo-calls for Public Works and other City related emergencies, shutdowns, closures, public meetings, etc.

Assist other employees within the Department as needed.

In coordination with the Grounds Maintenance Foreperson, plan, organize, and execute the City of Palmer's spring clean-up week.

Write legislation for annual maintenance items and other legislation as needed.

Run quarterly fuel report for Finance.

List City surplus items for auction as needed.

Assist Airport Superintendent as needed.

Knowledge, Skills, Experience and Personal Qualifications

Minimum: High School Diploma or general education degree (GED)

Four years of progressively responsible experience and proficiency in clerical office practices, procedures, techniques and equipment.

Ability to accurately type 40 wpm or more.

Experience in MS word processing, MS Excel, and Microsoft Publisher.

Experience in purchasing and procurement, recordkeeping, financial reporting for state and federal grant programs preferred.

Ability to read, post, and make various mathematical computations quickly and accurately.

Knowledge and proficiency of English grammar and business arithmetic.

Ability to establish effective working relationships, express ideas, and convey information effectively, both oral and written.

Ability to meet and deal with the public and others in a pleasant and courteous manner.

Ability to work as a member of a team working toward a common goal.

Ability to multi-task to perform and manage multiple projects simultaneously.

Ability to meet attendance requirements for the position.

Supplemental Information

THE ABOVE STATEMENTS ARE INTENDED TO DESCRIBE THE GENERAL NATURE AND LEVEL OF WORK BEING PERFORMED BY PERSON(S) ASSIGNED TO THIS POSITION. THEY ARE NOT INTENDED TO BE AN EXHAUSTIVE LIST OF ALL DUTIES, RESPONSIBILITIES AND SKILLS REQUIRED OF PERSONS ASSIGNED TO THIS POSITION. ALL REQUIREMENTS ARE SUBJECT TO POSSIBLE MODIFICATION TO REASONABLY ACCOMMODATE INDIVIDUALS WITH DISABILITIES.