Administrative Assistant

Summary: Coordinate, analyze and organize office operations and procedures such as typing, bookkeeping, flow of correspondence, filing, requisition of supplies and other clerical services. Coordinates activities of Public Works/Engineering Department by performing the duties listed below.
 
Supervision Received: Director of Public Works, City Engineer, Human Resources Coordinator
 
Supervision Exercised: None
 
FLSA Status: Non-Exempt
 
Essential Job Functions:

1. Answers telephone; screens callers and gives information requiring some knowledge of agency policies and procedures; prepares work orders.
2. Greets visitors, ascertains nature of business and refers visitors to appropriate department.
3. Fills out excavation, sidewalk/driveway permits for Public Works/Engineering Departments.
4. Opens and routes incoming mail and prepares outgoing mail. Assists with mass mailing as needed. 
5. Operates computer to input and retrieve data. Learns new computer software as it becomes available.
6. Types, revises and combines material such as correspondence, reports, record, forms, minutes of meetings.
7. Sets meeting dates, prepares agendas, takes minutes at meetings for Public Works and Engineering Departments. 
8. Schedules, appointments for Public Works/Engineering. Arranges travel schedules and reservations for conferences and other meetings.
9. Coordinate office functions, including the scheduling of: service calls, conferences, meetings, training seminars and related work.
10. Compiles specs, contracts, calls for bids, sends award notice for Public Works/Engineering contracts. Compiles and submits estimates for payment to contractor for all Public Works/Engineering projects.
11. Keeps records for all street, sanitation, water and sewer improvement projects. Some knowledge of each project required to answer basic questions from contractors, suppliers and property owners.
12. Assists with Accounts Payable.
13. Assist with coordinating shipments for departments.
14. Performs other reasonably related duties as assigned by immediate supervisor and other management as required.
15. Performs other related work.

 
Peripheral Job Duties: None
 
Note:  The functions and duties listed are intended only as illustrations of the various types of work that may be performed. The omission of the specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
 
Minimum Qualifications:  Language Skills: Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures or governmental regulations. Ability to write reports, business correspondence and procedure manuals. Ability to understand and fill out government forms. Ability to effectively present information and respond to questions from groups of managers, customers and the general public. Mathematical Skills: Ability to calculate figures and amounts such as percentage and area with ability to apply concepts of basic algebra and geometry, ability to create and understand formulas in spreadsheet required to spread special assessment costs and submit project estimates. Reasoning Ability: Ability to thoroughly understand and utilize a variety of computer programs. Ability to create and understand database and spreadsheet functions which are essential for effective job performance. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form. Ability to perform job without supervision. Ability to plan, lay out and carry out office procedures. Ability to assemble, organize and present in written or oral form statistical, financial and factual information derived from a variety of original and secondary sources. Ability to establish and maintain effective working relationships with other employees, city officers, city officials and the public. Ability to work with the public and their complaints without losing composure or temper.
 
Education:  High school graduate or equivalent with business or computer-related post-graduate training.
 
Experience:  Two to four years related experience. OR any equivalent combination of education and experience.
 
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 sit; use hands to finger, handle or feel objects, tools or controls; and talk or hear. The employee is occasionally required to stand, walk, reach with hands and arms and climb or balance. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception and the ability to focus.
 
Equipment Used in Job Performance:  Personal computer, copier, calculator, telephone, fax machine, 2-way radio and printers.
 
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. While performing the duties of this job, the employee regularly works indoors but sometimes travels within the city for reasons related to the job. The noise level in the work environment is moderate.
 
To be granted veterans preference, the required forms, letters or certificates must be submitted with the application.
  
The City of Williston does not discriminate on the basis of race, color, national origin, sex, genetics, religion, age or disability in employment or the provision of services and complies with the provisions of the North Dakota Human Rights Act. 
  
Any materials, files, documents, electronic tools, or other items collected or created by an employee in connection with their employment remain the property of the City. Additionally, all material created, transmitted/sent, received, deleted, downloaded, or stored using electronic tools are and remain the property of the City.  Employees have no expectation of privacy when using City property.
 
The City of Williston is an Equal Employment Opportunity/Affirmative Action Employer.