Administrative Assistant - Public Works

POSITION TITLE: Administrative Assistant CLASSIFICATION: Nonexempt DEPARTMENT: Public Works Department SUPERVISOR: Public Works Director GRADE: NE6 Position Summary: Under direct supervision of the PBS Director, contributes to the departments effectiveness by performing a variety of secretarial and administrative duties for departmental staff. Acts as the primary contact between PBS employees, clients, contractors and the PBS Department. Maintains confidentiality of all privileged information. This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive. Essential Duties & Responsibilities: Answers incoming telephone calls and determines purpose of calls, and forwards calls to appropriate personnel or department, ensuring professional telephone etiquette. Screens incoming calls and correspondence; exercises judgment and responds; receives, sorts, logs, and routes mail. Records and delivers messages or transfers calls to voice mail when appropriate. Welcomes visitors, determines nature of business, and announces visitors to appropriate personnel, maintaining professional and courteous demeanor. Sets appointments for clients with contractors and PBS employees. Coordinates access to properties for subcontractors and workmen. Records and tracks all invoices from subcontractors and vendors, Prepares correspondence, reports, minutes, agendas, memos, forms, directories, resolutions, ordinances, and other documents and communications from drafts, recordings, or verbal instruction as requested. Edits and reviews all correspondence and documents for correct grammar, punctuation, and spelling. Establishes and maintains an effective filing and retrieval system; maintains inventory of office supplies. Ensures all hourly employees clock in and out. Ensures regular communication with community members pertaining to work orders, timely completion of service/warranty work, ensuring proper installation and attention to detail, and overall efficiency of maintenance projects. Ensures communication among personnel regarding project-related activities to ensure projects/repairs are on schedule. Coordinates all pre and post project meetings. Prepare, certifies and submits requisitions for parts, equipment and external services to the PBS Director. Maintains and operates office machines, equipment, and computers. Performs or coordinates general maintenance and repair. Photocopies, collates, distributes, and files documents. Transmits outgoing faxes, and retrieves, logs, and distributes incoming faxes. Maintains confidentiality of all privileged information. Contributes to a team effort and accomplishes related results as required. Performs other duties as required. Minimum Qualifications: High School Diploma or GED plus two years administrative or secretarial experience; or equivalent combination of education and experience. Must be able to type at least 40 wpm and demonstrate proficiency in grammar, spelling, math, and filing. Must be able to successfully pass a pre-employment drug/alcohol screen and background investigation including a motor vehicle check. Must possess and maintain a valid New Mexico drivers license and be insurable under the Pueblos insurance. Knowledge, Abilities, Skills, and Certifications: Knowledge of business English, proper spelling, grammar, punctuation, and basic arithmetic. Knowledge of records management and basic accounting procedures. Ability to communicate effectively both verbally and in writing. Ability to establish and maintain professional relationships with individuals of varying social and cultural backgrounds and with co-workers at all levels. Ability to represent the organization in a professional manner, building respect and confidence. Ability to maintain confidentiality. Ability to handle multiple tasks and meet deadlines. Ability to carry out instructions furnished in verbal or written format. Ability to work independently with minimal supervision. Ability to demonstrate excellence in everything, and continually seek improvement in results. Skill in operating various word-processing, spreadsheets, and database software programs in a Windows environment. Physical Demands: While performing the duties of this job, the employee regularly is required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to walk. The employee occasionally is required to stand; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Work Environment: Work is generally performed in an office setting with a moderate noise level.