Administrative Assistant - Public Works

Administrative Assistant - Public Works

Reports directly to the Director of Public Works. Provides a variety of routine and complex administrative, clerical and technical work in assistance to Director of Public Works; performing day-to-day tasks necessary to ensure accurate and timely performance of duties. Acts as a public-facing employee to the City of Macedonia. This employee is responsible for the day-to-day greeting of the residents of Macedonia. This position will also answer all general phone calls to the City of Macedonia and direct calls appropriately.

Job Requirements: Minimum Qualifications Skills

• High School Diploma or equivalent
• Minimum of three (3) years related experience or any combination of training and experience that indicate possession of skills, knowledge, and abilities listed within this
• Prior experience as Administrative Assistant preferred
• Experience in payroll preparation - preferred
• Experience in communicating and handling a variety of customer service issues
• Experience in office organization
• Experience in work order systems - preferred

Knowledge, Skills & Abilities

• Valid Ohio Drivers'
• Comprehensive knowledge of office management, personnel, financial, and administrative
• Articulate and present a positive professional image both in person and on the
• Establish and maintain effective working relationships with employees, supervisors, other departments, officials, and the public.
• Maintain tact and courtesy when interacting with the public and
• Communicate well both verbally and in
• Possess strong organizational, time management, and multi-tasking
• Maintain records and prepare
• Research and prepare reports in a well-organized

• Maintain confidentiality of
• Must have ability to follow instructions, solve problems and work with minimal supervision
• Proficient in using current Microsoft applications, in addition to other related

Essential Functions

• Answer and direct calls, return phone calls
• Responsible for administrative support to assist the Public Works Director and Supervisor
• Assist in records that may involve HIPAA and privacy considerations
• Operates as confidential aide to the Public Works Director
• Coordinates and manages schedules and appointments
• Coordinate, plan and prepare for meetings
• Maintains all sensitive and confidential files, records and materials specific to the office of the Public Works Director
• Assist with monitoring certification compliance
• Assists in the preparation of payroll information and submission to Payroll for processing
• On occasion perform administrative errands using company vehicle
• Processes invoices, expense reports; tracks and monitors invoices charged against purchase authorizations and purchase requisitions
• Organizes and maintains department records and files
• Works as a team member with other support staff to ensure smooth operation of day-to-day business within the department
• Serves in other clerical roles, as needed
• Perform all other related duties as assigned by the Public Works Director
• All other duties as assigned by the City of Macedonia