Administrative Assistant - Public Works

The Administrative Assistant is responsible for providing administrative and financial support to the Public Works department and citizens. 

ESSENTIAL FUNCTIONS

• Responsible for assisting citizens with issues and questions regarding Public Works’ services, including regular sanitation routes, special pickups, , grounds and greenspace, transportation, stormwater, etc. 
• Works with supervisors to determine scope of issues with citizens
• Acts as Point of Contact for citizen calls,
• Schedules and coordinates meetings, sets up meeting space, and takes meeting minutes and distributes them to participants.
• Monitors Public Works budget and codes invoices to correct cost center.  Manages and reviews invoices ensuring proper payment; enters requisitions.
• Invoices commercial businesses annually.
• Invoices residents for Special Pickups.
• Prepares weekly and monthly reports.
• Updates the annual DeKalb County Tax Assessment for Sanitation and Stormwater Utilities, ensuring that all data is accurate.
• Processes and monitors incoming payments
• Assists with budget preparation, product ordering and researching of necessary items
• Ensures proper reconciliation of tickets from transfer station, tracking and reconciling tonnage reports and payments for the.Transfer Station, WestRock, DGR Mulch, and GreenForce.
• Serves as point of contact for crews related to on-route issues and citizen complaints.
• Partners with Finance to ensure proper information received for all new vendors which allows for correct set up.
• Supports the Director and Assistant Director in the completion of RFB and RFP.
• Provides administrative support to the Director and Assistant Director.
• Prepares reports and presentations.
• Enters work orders into the Cartegraph asset management system.

ADDITIONAL JOB FUNCTIONS

• Uses a variety of computer software programs such as Microsoft Word, Excel, Outlook , PowerPoint.  Knowledge of Tyler Technologies software is helpful.
• Other duties as assigned.

SUPERVISORY RESPONSIBILITIES

• None

QUALIFICATIONS

• High school diploma or equivalent required; Associate degree in business studies or related field preferred
• Treats others with dignity and respect and maintains a friendly demeanor; values the contributions of others
• Writes and speaks effectively, using conventions proper to the situation; asks questions to ensure understanding; exercises a professional approach with others using all appropriate tools of communication; uses consideration and tact when offering opinions
• Able to manage multiple projects; able to determine project urgency in a practical way; uses goals to guide actions; creates detailed action plans; organizes and schedules tasks effectively
• Ability to exercise good judgment by making sound and well-informed decisions; perceives the impact and implications of decisions; makes effective and timely decisions, even when data are limited, or solutions produce unpleasant consequences.
• Ability to develop and maintain partnerships with others, both inside and outside the organization, who can provide information, resources, and advice.  Builds constructive working relationships characterized by a high level of acceptance, cooperation, and mutual respect.