Administrative Secretary I - DPW

CITY OF BAY CITY

ADMINISTRATIVE SECRETARY I - DEPARTMENT OF PUBLIC WORKS

Local 542

JOB SUMMARY

This is a skilled administrative position in administrative support for the Department of Public Works. Work includes responsibility for executing administrative services for assigned sub-department within the Department of Public Works.

Daily work assignments require administrative skill as well as independent judgment based on knowledge of the policies and procedures pertaining to the department and the City as a whole. This position requires establishing and maintaining effective working relationships with affairs of the public, employees, vendors, and contractors, and include the use of good judgment, initiative and making independent decisions on a day-to-day basis.

Works independently under general supervision of the Manager of their sub-division and according to established policies, procedures, and standards. Assignments can be reviewed for content and accuracy upon completion.

ILLUSTRATIVE JOB DUTIES AND RESPONSIBILITIES

• Provides clerical services including answering department of Public Works phones, directing calls, taking messages, interacting with public, distribution of mail. Compiles, copies, scans, sorts, and organizes records of department activities and transactions. Answer letters and general correspondence. Recognizing and filing of many different types of documents.
• Communicates with customers, employees, and other individuals to answer questions, disseminate, or explain information, research requests and address complaints. Must demonstrate competency to oversee and identify areas of concern with ability to differentiate urgent matters to be directed to the proper work groups. Ability to deal with difficult customers and redirect concerns to appropriate persons.
• Maintains calendars. Plans, organizes, and arranges logistics for meetings, conferences, and travel for staff.
• Aids in the day-to-day activities for the Department of Public Works.
• Provides administrative support by conducting research, preparing statistical reports, handling information requests, and arranging conference calls.
• Operates a variety of office equipment including computer, copier, scanner, and printer.
• Prepares and updates various reports; assists in the preparation and administration of sub-departmental activities.
• Maintains assigned sub-department employee records and licensing documentation. Processes timesheets and payroll data; maintains accurate accrual, overtime, and employee attendance records for assigned sub department.
• Assists assigned sub-department Manager in preparation and review of recommendations for internal, City Commission, and external adoption.
• ProvidesadministrativeandpayrollsupportforotherdivisionswithintheDepartmentofPublic Works as needed.
• Provides relevant information to the appropriate parties to assist in keeping the CityofBayCity'swebsite and social media sites up to date for assigned sub-
• Performs other projects and duties as required.

QUALIFICATIONS

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time to successfully perform the assigned duties.

• Knowledge, skills, and experience in general clerical work including Microsoft Office, database management, office procedures and use of basic office equipment, including typewriters. Have sufficient computer operation skills to learn and operate Department of Public Works specific software and hardware.
• Ability to perform moderately complex and difficult clerical work, and ability to multi-task, prioritize, and complete work assignments in a timely manner without close supervision.
• Ability to keep moderately complex records, to assemble and organize data, and to prepare reports from such records. Ability to make computations and tabulations with speed and accuracy.
• Ability to greet and deal with the public courteously and tactfully, and to maintain effective working relationships with fellow workers, city officials, contractors, and consultants.
• Knowledge of business English, spelling, punctuation, and arithmetic. Demonstrated use of correct vocabulary skills, excellent communication, and telephone skills.
• Ability to work independently on responsible sensitive and confidential assignments. Above average knowledge and ability to organize and perform varied responsibilities with minimal direct day-to-day supervision. Willingness to take on responsibilities and challenges.

EDUCATION/EXPERIENCE/LICENSURE

• High School Diploma or GED
• Associate degree in public administration, business, or related. Or equivalent experience of 3 years working in a clerical/administrative Support role.
• Must possess and maintain a valid Michigan driver's license.
• At the discretion of the City be able to be bonded.

SEE FULL JOB DESCRIPTION FOR MORE INFORMATION