What are the responsibilities and job description for the Administrative Assistant position at City of Woodbury Minnesota?
Summary
This position is responsible for establishing and maintaining a favorable image for the City of Woodbury while performing routine and complex receptionist, clerical, and administrative duties for the Public Works Fleet Division. Overall supervision is provided by the Fleet Manager, or designee, with work assignments also being provided by the Administrative Technician. Tasks will include answering telephones, word processing, mapping, invoice management, data entry, filing, record maintenance, computer report generation, managing accident insurance claims, registering vehicles, customer service with the public and internal staff, and special projects.
The position will mainly support the Fleet Services Division and will also be cross trained with Public Works Administrative Assistants to support the wider Public Works divisions, as needed.
Part-time benefits to include pro-rated sick, vacation and holiday time.
Essential Duties
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Initiates and performs several routine and non-routine procedures along with performing varied clerical duties requiring a detailed knowledge of Department procedures.
Coordinates internal and external meetings for Department staff matters.
Orders office supplies and maintains stock of needed materials.
Updates Safety Data Sheets (SDS) and safety program records.
Manages accident reporting with City insurance and maintains files.
Accurately input, verify, and update invoice information into the finance software.
Provide administrative support for all Divisions of the Public Works Department:
- Maintain department records in a prompt and accurate manner, so they can be readily located and retrieved using established methods.
- Assist customers at the counter, on the phone and via email, and answer routine questions related to departmental operations.
- Manage the content of the Public Works Department information on the City's website and intranet.
- Prepare and complete correspondence, memorandums, staff reports, council letters, forms, minutes, ordinances, resolutions, and other material related to departmental operations.
- Initiate and perform several routine and non-routine procedures requiring a detailed knowledge of the Departments, and related programs, policies and technical information and procedures.
- Prepare and send correspondence accurately, neatly and promptly as directed.
- Process invoices and weekly deposits
- Edit information as necessary for clarity, correctness and meaning.
- Work collaboratively with other departments to ensure proper procedures and timelines are met.
Perform special projects and tasks related to Public Works administration activities and as assigned by the Public Works Director and Division Managers.
Performs routine functions utilizing Microsoft Word, Excel, Outlook, PowerPoint, Beehive,ArcView (GIS) and OnBase.
Provides back-up to other department Administrative Assistants and is learned in the associated software and basic processes.
Fosters an inclusive work culture and advances the City's diversity, equity and inclusion goals.
Maintain and foster an environment, which facilitates the Exceeding Expectations (professional, responsive, leaders) philosophy of the City.
Perform all other duties and assume other responsibilities as assigned or apparent.
Qualifications
MINIMUM QUALIFICATIONS:
High school diploma or equivalent.
Three (3) years of administrative or customer service experience.
Strong proficiency in Microsoft office suite to include Outlook,Word, Excel, Access.
PREFERRED QUALIFICATIONS:
Experience working in automotive and knowledge of vehicle parts and/or maintenance.
Completed post-secondary education in office management, office procedures or related education.
Five years' experience in a responsible administrative support role.
Experience working directly with people from diverse racial, ethnic, and socioeconomic backgrounds.
Experience working in an administrative role in Public Works, local government, construction, landscaping, automobile repair or related experience.
Environment
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. The employee must also sit and talk or listen for extended periods of time. The employee is required to handle or feel objects, tools, or controls; and reach with hands and arms for much of the work time. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.
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 essential functions.
The work environment consists of both outdoor and indoor activities.
While performing duties of this job, the employee occasionally works in outside weather conditions and is exposed to weather extremes.
While performing the duties of this job, the employee frequently works indoors; exposed to noise, grease, oils, and solvents; work on slippery or uneven surfaces; work around moving objects or vehicles; work with machinery with moving parts or stationary equipment. The employee is occasionally exposed to wet and/or humid conditions, fumes, toxic or caustic chemicals.
The noise level in the work environment is moderately noisy in the repair service areas and moderately quiet in the office areas.
The City of Woodbury strives to exceed expectations – through professionalism, responsive service and leadership. Employees are an integral part of the overall success of the city. In service to its employees, the City of Woodbury offers generous benefits to include pro-rated vacation, sick, personal holiday and holiday pay and both mandatory and voluntary retirement plans. All regular employees are eligible for benefits on the first of the month after their hire date.