Administrative Assistant

Job Description

Job Description

Sanitation and Recycling/Administrative Assistant
POSITION DESCRITION
CITY OF MUNCIE, INDIANA
SANITARY DISTRICT
POSITION:
Administrative Assistant
DEPARTMENT:
Sanitation and Recycling Department
WORK SCHEDULE:
7:00 a.m. – 3:00 p.m., M-F
JOB CATEGORY:
COMOT (Computer, Office Machine Operation, Technician)
DATE WRITTEN: April 2010 STATUS: Full-time
DATE REVISED: November 2025 FLSA STATUS: Non-exempt
To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. City of Muncie Sanitary District provides reasonable accommodation to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job, unless the accommodation would cause an undue hardship.
Incumbent serves as Administrative Assistant for the Muncie Sanitary District Sanitation and Recycling Department, responsible for maintaining various documents and related records, providing clerical assistance to Department personnel and the public.
DUTIES:
Answers telephone, retrieves emails and voicemails, and responds as required. Enters calls and trash requests into the computer, creates tickets for the various requests regarding trash and recycling, toter repairs, appliance pick-ups and other large item requests. Greets office visitors and assists them by providing information, answering questions or transferring them to other departments.
Prepares and completes required paperwork for project work including collecting information, completing overtime work schedules, preparing cost worksheets and completing various reports such as employee accidents, leaf season, neighborhood clean-ups and yearly overtime reports.
Maintains employee documents and related records, including preparing Workman’s
Compensation forms, tracking employee uniforms, and submitting reports as required.
Performs various clerical duties, including typing various reports, correspondence, letters, documents, and forms, maintaining employee meeting minutes, recording questions and/or complaints, and maintaining and ordering office supplies.
Prepares bi-weekly employee payroll including totaling hours worked, completing excel forms, printing proper reports and routing to the appropriate department for processing.
Processes accounts payable claims, tracks invoicing on spreadsheets and submits paperwork to Financial Department Head.
Maintains department personnel records, including hours worked, personal time and vacation time used and other employee information.
Communicates and administers personnel programs and procedures, including posting updated information, and instructs new hires through orientation process.
Prints and supplies route maps to drivers.
Maintains updated Assisted Pick-up list and distributes to drivers.
Maintains, organizes and facilitates annual department work clothing, boots and safety clothing,
Performs routine housekeeping, such as sweeping and dusting restroom and work area as required.
Works with personal employee information and requires a signed Confidentiality Agreement.
Performs related duties as assigned.
I. JOB REQUIREMENTS AND DIFFICULTY OF WORK:
High school diploma or GED.
Ability to meet all Department hiring requirements, including passage of a drug test and a medical exam.
Working knowledge of standard bookkeeping practices and principles, and ability to perform arithmetic calculations, maintain financial records, and prepare related reports as required.
Working knowledge of standard English grammar, spelling and punctuation, and ability to prepare correspondence and various documents and forms.
Knowledge of standard filing systems and ability to create and maintain Department files.
Ability to communicate and administer personnel programs and procedures.
Ability to properly operate standard office equipment, such as computer, typewriter, calculator, fax machine, copier, and telephone.
Ability to effectively communicate orally and in writing with co-workers, other City departments, vendors, health insurance agencies, and the public, including being sensitive to professional ethics, gender, cultural diversities and disabilities.
Ability to provide public access to or maintain confidentiality of Department information and records according to state requirements.
Ability to comply with all employer and Department policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.
Ability to understand, memorize, retain, and carry out written or oral instructions and present findings in oral or written form.
Ability to follow policies and procedures and legal requirements, and ability to apply such knowledge to a variety of interrelated processes, tasks, and operations.
Ability to utilize computerized programs and related software as required.
Ability to compare or observe similarities and differences in, data, compile, analyze and evaluate data, and make determinations based on data analyses.
Ability to plan and layout assigned work projects, apply knowledge of people and locations, and read and interpret detailed prints, sketches, maps, specifications, and layouts.
Ability to work alone with minimum supervision and with others in a team environment.
Ability to work on several tasks at the same time and work rapidly for long periods often under time pressure.
Ability to occasionally work extended hours and/or weekends and occasionally travel out of town for continued education classes, sometimes overnight.
II.
RESPONSIBILITY:
Incumbent performs duties according to a flexible, customary routine with work priorities primarily and/or general objectives determined by seasonal deadlines and/or supervisor. Assignments are guided by broad policies referring to supervisor when interpretations of Departmental policies are thought necessary. Decisions are always determined by specific instructions or existing, well established policies and procedures. Errors in work are primarily prevented or detected through supervisory review and/or procedural safeguards. Undetected errors could result in loss of time to correct error.
III.
PERSONAL WORK RELATIONSHIPS:
Incumbent maintains frequent contact with co-workers, other City departments, vendors, health insurance agencies, and the public for the purpose of exchanging and explaining information and rendering services.
Incumbent reports directly to the Office Manager and Superintendent.
IV.
PHYSICAL EFFORT AND WORK ENVIORNMENT:
Incumbent performs duties in a standard office environment and/or storeroom, including sitting/walking at will, sitting for long periods, lifting/carrying objects weighing more than 50 pounds, pushing/pulling objects, bending, crouching/kneeling, reaching, keyboarding, close/far vision, fingering/handling/grasping objects, hearing sounds/communication, and color perception. Incumbent occasionally works extended hours and/or weekends, and occasionally travels out of town for continued education classes, sometimes overnight.
APPLICANT/EMPLOYEE ACKNOWLEDGMENT
The job description for the position of Administrative Assistant for the Sanitation and Recycling g Department describes the duties and responsibilities for employment in this position. I acknowledge that I have received this job description and understand that it is not a contract of employment. I am responsible for reading this job description and complying with all job duties, requirements, and responsibilities contained herein, and any subsequent revisions.