Administrative Assistant - Public Works

Job Title

Under the direct supervision of the Public Works Director, this position performs advanced reception, and clerical duties, as well as dispatch responsibilities required in the administrative control of the Public Works Department and its six Divisions.

Job Description

This position works 8:00 am to noon and 1:00 p.m. to 5:00 p.m., or possibly 7:00 am to 11:00 am and 12:00 pm to 4:00 pm, Monday through Friday and is subject to call back during emergencies.

Typical Duties:

• Types correspondence and other documents for the Director, the Administrator, and all 6 Division Superintendents.
• Acts as receptionist, initiates and takes multi-line telephone calls, taking messages or making appropriate referrals. Must maintain a professional attitude under stressful situations.
• Confers with the city residents and businesses to help them resolve conflicts concerning refuse pick up, streets, traffic signals/signs and sewer line problems.
• Operates dispatch radio for field operations of all Divisions.
• Issues work orders to pertinent Division based on the complaint calls.
• Coordinates between Divisions, Departments, or businesses on line locates and excavation permits, etc.
• Receives, processes, and distributes incoming mail and processes outgoing mail.
• Does preliminary payroll preparation on a bi-weekly basis, which involves collection and calculation of hours worked, vacation, and sick leave, etc. for the Department of 85 employees.
• Maintains records such as fuel consumption, motor oil usage, petty cash expenditure, employee attendance, etc.
• Maintains records of operations such as sanitation routes (commercial and residential, service cost, container size and type, pickup frequency), dumpster and polycart inventories, alley trash pick-ups, etc.
• Organizes and files department records and documents.
• Must be able to perform a variety of tasks at one time (multi-tasking), including phones, radio, residents at window, employees at window, etc.
• Must be able to meet deadlines and make decisions with limited direction.
• Must be able to use and learn various computer programs to accomplish the recordkeeping tasks, and assists other colleagues if time permits.

Minimum Qualifications

Requires 18 months of specialized clerical training plus three years' experience increasingly responsible clerical experience or equivalent. Must be able to type Fifty (50) words per minute with a high degree of accuracy and the ability to transcribe from dictation. Work experience with computer programs (word processor, spreadsheet and database) is preferred. A valid driver's license is required.

Licenses and Certificates: Valid New Mexico Driver's License with appropriate endorsements, or be able to obtain it in six months.