Public Works Admin Assistant

This posting is for informational purposes only.
To be considered for this position and to review the full job description, you must complete an official job application available on our website at https://www.ci.havre.mt.us/employment or in person at City Hall. Applications submitted through really will not be reviewed.

CITY OF HAVRE

PUBLIC WORKS SECRETARY

DEPARTMENT: Public Works

ACCOUNTABLE TO: Director of Public Works

SUMMARY OF WORK: This position performs secretarial duties and record keeping duties for the department.

JOB CHARACTERISTICS:

Nature of Work: This position performs duties requiring adherence to detail, accuracy, and timeliness. Position works indoors in office. Position coordinates office duties, dealing with the public, and contact with fellow employees to schedule activities. Maintains confidentiality of sensitive information.

Personal Contacts: Daily contact with the public to issue permits, provide information and handle complaints. Daily contact with Public Works employees often by two-way radio.

Supervision Received: Daily supervision from the Director of Public Works and Deputy Director.

Essential Functions: Position requires ability to: communicate orally and in writing, type, operate a computer, read written material, answer the phone, maintain records and files, prepare reports, operate two-way radio, speak with a clear voice, and operate office machines.

AREAS OF JOB ACCOUNTABILITY AND PERFORMANCE:

• Answers the telephone; provides information, handles complaints, and takes messages.
• Issues permits for building, engineering, water, sewer and miscellaneous projects.
• Performs all secretarial work: types, files, mails correspondence, and maintains files.
• Does bookkeeping of accounts.
• Prepares monthly reports on vacation and sick leave.
• Communicates information and messages with fellow employees on two-way radio on a daily basis.
• Performs other related duties as required.

JOB REQUIREMENTS:

Knowledge: This position requires knowledge of: basic accounting, secretarial practices, computers, office machines, and a working knowledge of all departments within the Public Works.

Skills: This position requires skills in typing, filing, working with computer programs such as MS Office, Word, Excel, Power Point and other Windows programs and the use of office machines.

Abilities: This position requires the ability to: handle complaints; work well with the public; work with interruptions; demonstrate good telephone etiquette; pay attention to accuracy and detail; maintain confidentiality; communicate effectively orally and in writing; follow verbal and written instructions; establish effective working relationships with fellow employees, supervisors, and the public.

EDUCATION AND EXPERIENCE:

The above knowledge, skills, and abilities are typically acquired through a combination of education and experience equivalent to:

• A High School diploma or GED equivalent.
• One year secretarial experience in an office setting preferred.

JOB PERFORMANCE STANDARDS:

Evaluation of this position will be based primarily upon performance of the preceding requirements and duties. Examples of job performance criteria include, but are not limited to, the following:

• Performs assigned duties.
• Competently performs secretarial duties including typing, filing, and maintaining records.
• Ability to work with computer programs such as MS Office, Word, Excel, Power Point and other Windows programs.
• Capably answers the telephone; provides information, handles complaints and takes messages.
• Accurately issues permits for building, engineering, water, sewer and miscellaneous projects.
• Maintains confidentiality of sensitive information.
• Maintains accurate and timely records.
• Prepares and submits accurate and timely reports.
• Deals tactfully and courteously with the public.
• Observes work hours.
• Demonstrates punctuality.
• Establishes and maintains effective working relationships with fellow employees, supervisors and the public.

Job Type: Full-time

Base Pay: From $19.96 per hour

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan

Work Location: In person

Salary : $20