Administrative Assistant

SUMMARY DESCRIPTION Serves as administrative support in a municipal/city government setting. This position supports the Public Works Department staff. Performs administrative support operations, functions, and programs. This position is responsible for the performance of a wide variety of administrative tasks requiring independent judgment. Work assignments include review of various workflows; invoice and work order processing; handling inquiries from residents and contractors; interact with the public as it relates to the services provided by public works; etc. Performs other related duties involved in the day-to-day operations of the department. REPRESENTATIVE DUTIES The following duties are typical for this position. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices of the client city. 1. Performs a variety of responsible duties relative to the public works department. Participates and assists in the day-to-day administration activities of the office. Research, compile and summarize data when requested. 2. Screen incoming correspondence and reports, assess their importance and organize, and handle personally or forward to staff, as appropriate. 3. Performs data entry utilizing computer applications software and performs research and verifies accuracy of the information; creates form templates and statistical charts; and runs and prints reports. Enters service requests, work orders, invoices, and other documents into an enterprise asset management/work order software system. 4. Trains new staff on existing asset management and other operational software applications. 5. Accepts telephone calls, emails, and walk-in visitors. Provides information, guidance, forms, and relevant information to the public. Emphasizing friendly and courteous service to all. 6. Processes documents requiring various procedural knowledge specific to area of assignment; reviews documents for sufficiency, obtains necessary signatures and routes appropriately, maintaining follow-up; provides information to other departments, applying knowledge of departmental rules, regulations, and procedures. 7. Utilizes Microsoft Office software suite to create documents, spreadsheets, and reports. Utilize mail merge and other intermediate software features. 8. Maintains appointment calendars and arranges meetings. 9. Performs call center duties during hurricane/emergency operation center activation. 10. Performs other related duties as required. QUALIFICATIONS The following generally describes the knowledge and ability required to enter the job and/or learn within a short period of time to successfully perform the assigned duties. Language Skills Ability to write routine reports and correspondence. Ability to read and interpret documents such as safety rules, operations and maintenance instructions, and procedure manuals. Mathematical Skills Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent, and to draw and interpret bar graphs. Reasoning Ability Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Computer Skills To perform this job successfully, an individual should have knowledge of Microsoft Office Suite and Work Order Management System. 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 regularly required to sit; use hands or feel and talk or hear. The employee is frequently required to stand; walk; and reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision and ability to adjust focus. EDUCATION AND EXPERIENCE - Education/Training: High School diploma or equivalent; College coursework helpful. Experience: A minimum of five (5) years Administrative or executive assistant experience required. Experience with local government is preferred.

Monday - Friday 7 am- 4pm IN PERSON may be required to work in emergency situations such as Storm Warnings.