Administrative Assistant I

General Description

Under the general direction of the Public Works Superintendent, performs a wide variety of administrative, clerical, customer service, and program support functions for the Street Department. The position is responsible for maintaining records, preparing reports and correspondence, coordinating departmental activities, processing financial and operational documents, and providing exceptional customer service.

Essential Functions of the Job / Knowledge, Skills and Abilities

ESSENTIAL FUNCTIONS OF THE JOB

• Provide administrative support for the daily operations of the Street Department.
• Prepare reports, correspondence, memoranda, meeting agendas and minutes, public notices, forms, spreadsheets, statistical reports, technical narratives, charts, tables, and other documents.
• Answer telephones, greet visitors, respond to inquiries, and direct individuals to the appropriate staff member.
• Maintain electronic and paper filing systems, records, and databases.
• Retrieve, organize, and prepare operational, statistical, financial, and cost reports.
• Maintain equipment inventory, work orders, and other departmental records.
• Prepare customer billings and review invoices for accuracy and payment.
• Prepare purchase requisitions, process purchase orders, and review invoices for payment.
• Coordinate weed complaint notices and maintain related records.
• Order and maintain office, building, street, and safety supplies and inventories.
• Sort and distribute incoming and outgoing mail.
• Maintain confidential records and information.
• Assist in maintaining compliance with applicable federal, state, and local regulations, City policies, and departmental procedures.
• Provide administrative support during emergency operations as needed.
• Assist with special projects and perform other related duties as assigned.
• Adhere to all City work policies, safety practices, and required training.

The aforementioned functions are normal for this position. They are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

KNOWLEDGE, SKILLS AND ABILITIES (KSA’s)

• Knowledge of modern office practices, procedures, and equipment.
• Proficiency in Microsoft Office, including Word, Excel, Outlook, and database software.
• Ability to organize, prioritize, and manage multiple assignments with competing deadlines.
• Ability to prepare accurate reports, correspondence, and financial records.
• Ability to maintain confidential information.
• Ability to communicate effectively both orally and in writing.
• Ability to establish and maintain positive working relationships with coworkers, supervisors, elected officials, outside agencies, and the public.
• Ability to interpret and apply policies, procedures, and applicable federal, state, and local regulations.
• Ability to perform mathematical calculations accurately.
• Ability to conduct research, compile data, and prepare statistical reports.
• Ability to work independently while exercising sound judgment.
• Ability to provide excellent customer service.
• General knowledge of public works operations and terminology is desirable.

Education and Experience

• High school diploma or GED required.
• Associate's degree or post-secondary education in business administration, accounting, office administration, public administration, or a related field preferred.
• Three years of progressively responsible administrative or clerical experience preferred.
• Experience in municipal government, public works, or a related public sector environment is desirable.
• Proficiency with Microsoft Office and other office software required.
• Valid Minnesota driver's license required.

Physical Requirements

This work requires the occasional exertion of up to 10 pounds of force; work frequently sitting and speaking or hearing and occasionally requires standing, walking, using hands to finger, handle or feel, climbing or balancing, stooping, kneeling, crouching or crawling, reaching with hands and arms, tasting or smelling, pushing or pulling, lifting and repetitive motions; work requires close vision, distance vision, ability to adjust focus, depth perception, color perception, night vision and peripheral vision; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels and to receive detailed information through oral communications and/or to make fine distinctions in sound; work requires preparing and analyzing written or computer data, visual inspection involving small defects and/or small parts, using of measuring devices, operating motor vehicles or equipment and observing general surroundings and activities; work occasionally requires exposure to fumes or airborne particles, exposure to outdoor weather conditions, exposure to the risk of electrical shock, pets, weapons in the home and second hand smoke; work is generally in a moderately noisy location (e.g. business office, light traffic).