Administrative Assistant II

Job Description

Job Description

Job Summary

The Public Works Administrative Assistant II is responsible for performing a wide variety of professional and/or technical duties to support the activities and services of the Public Works Department. This position provides assistance to the public in a courteous and timely manner through verbal, written and face-to-face communication. The daily tasks and duties of the Administrative Assistant are managed and supervised by the Utility Administrator.

Essential Duties and Responsibilities (other duties may be assigned)

• Prepares correspondence with City departments, outside entities and the general public;
• Answers telephone, takes messages, schedules appointments and provides information/assistance or routes caller to appropriate staff member in a courteous and timely manner;
• Greet visitors to the office, provide information or directs them to appropriate individual;
• Research, compile and analyze data for special projects and various reports for the Public Works Department as required;
• Composes and types a variety of documents, reports and records utilizing Microsoft Word;
• Compiles and types a variety of documents and reports including tables and text utilizing Excel;
• Compiles/composes materials for presentation utilizing PowerPoint.
• Formulates interdepartmental policies and procedures; ensures compliance with current City and departmental rules and regulations;
• Monitors inventory for office supplies, computers and hardware. Makes recommendations for the purchase of supplies and capital purchases;
• Operates and maintains departmental office equipment;
• Establishes and maintains permanent files and retrieves information as requested;
• Maintains in-office calendar for the rental of all City pavilions, ball fields and clubhouse. Coordinates with local baseball/softball teams to schedule fields for practice or games. Processes rental reservations, lease agreements, receipts and collects fees and deposits; 
• Maintains in-office calendar for conference and training room reservations. Assists in coordinating staff training within the Public Works Department and City administrative operations associated with staff needs and development;
• Orders all cleaning supplies, equipment, light bulbs etc. for all City Departments;
• Orders all office supplies for the Public Works office including; paper, printer ink and toner, and general supplies as needed. 
• Performs administrative duties to include filing, faxing and copying;
• Assists the Public Works Director by attending meetings and preparing and/or making presentations as required;
• Prepares monthly reconciliations of park reservation fees.
• Prepares weekly park reservation reports for office staff and Asst. Public Works Director.
• Assists with the planning and coordination of the City’s annual Snowfest event in collaboration with the City events coordinator; responsible for coordinating vendors and merchants, responding to public and participant inquiries, and organizing, hosting, and attending Snowfest planning meetings.
• Maintaining regular and punctual attendance is an essential function of this position.
• Performs other duties and fulfills responsibilities as required by the Director of Public Works and Utility Administrator.
• The City expects all employees to be customer-service oriented and to work safely, cooperatively and pleasantly with other City employees and with the general public.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. Employee(s) are required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments to the employee. 

Supervisory Responsibilities  

This position does not have any supervisory responsibilities.

Qualifications 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

Education and/or Experience

• High School Diploma or equivalent. 
• Five years of general office/administrative experience and/or courses in secretarial/office administration.
• Any equivalent combination of education and experience that provides the required knowledge, skills, and abilities.

  Certificates, Licenses, Registrations  

• Must have a valid Class “C” Texas Driver’s license with an acceptable driving record.

Knowledge, Skills and Abilities  

• Computer skills to include Microsoft Word, Excel and PowerPoint.
• Knowledge of modern business communication, including style and format of letters, memoranda and reports.
• Organizational skills and ability to maintain filing system.
• Good communication skills.
• Ability to plan, organize, and coordinate work duties.
• Ability to develop and maintain effective working relationships with co-workers, public and private sector organizations and the general public.
• Ability to establish priorities, work independently, and proceed with objectives without close supervision.

The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. 

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 operate various types of office equipment; reach with hands and arms; use hands and fingers to grasp, handle, feel and operate machines, tools or controls; speak clearly, listen and hear with accuracy. The employee is frequently required to sit, stand, walk, kneel, crouch, climb, twist, reach, push, pull, and lift, carry and/or move objects weighing 10–35 lbs. Specific vision abilities required by this job include close vision and the ability to adjust focus. 

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

The employee has frequent contact with City employees, customers and citizens. The employee must remain calm and professional in tense, emotionally charged, and stressful situations. The employee may face difficult and stressful situations; and may be required to work under time pressures to meet deadlines, to perform multiple tasks simultaneously, to change tasks frequently, to perform tedious and exacting work, and to work closely with others as part of a team. The employee may experience frequent interruptions during the workday. The noise level in the work environment is usually low to moderate.

Position Type and Expected Hours of Work

This is a full-time position eligible for benefits. The normal work schedule for this position is Monday through Friday 8:00 am – 5:00 pm. However, the work schedule may change at anytime, with or without notice, to meet the needs of the department and the City. Overtime may be required occasionally.

Travel

An employee in this position may be required to drive a vehicle to attend various meetings, functions, and events, or to travel out of town to represent the City at meetings, conferences and training.

Pre-Employment Testing

If a conditional offer of employment is received, employment is contingent upon receiving satisfactory results from the required pre-employment physical exam and background investigation.

Application Instructions

An Application for Employment is required to apply for this position. Resumes are not accepted in lieu of a fully completed application. 

The City of Universal City is an Equal Opportunity Employer.