Secretary

JOB TITLE: PUBLIC SERVICES ADMINISTRATIVE SECRETARY

DIVISION: UTILITIES

DEPARTMENT: PUBLIC SERVICES

GENERAL STATEMENT OF JOB

Under general supervision, provides administrative secretarial support to the Department of Public Services Director, Superintendents and Supervisors. Prepares material needed; types copies, files and submits and/or transmits administrative reports. Monitors and records all department expenditures. Oversees the procurement of good and services. Enters and issues all purchase orders, approves purchase orders under $1,500.00. Prepares various reports and spreadsheets that include; purchasing, payroll, budgeting, inventory control, monthly production, fixed assets, safety records, and employee attendance. Coordinates personnel functions for the department; accepts and verifies job applications and schedules applicant interviews. Reports to the Director of Public Services.

ESSENTIAL JOB FUNCTIONS

Responsibilities related to payroll include: maintaining attendance records; calculates, evaluates and processes bi-weekly payroll for the department; for processing; submits records bi-weekly to the Finance department.

Processes accounts payable invoices for department purchases. Issues multiple purchase order requisitions to superintendents, supervisors and foremen. Enters purchase orders in CSI computer program, approves purchases orders up to $1500.00. Assists supervisors with bids and material purchasing.

Performs general bookkeeping work as required, including but not limited to assisting with budget preparation, balancing accounts and preparing financial reports, etc.

Provides administrative secretarial support to staff that include: researching, preparing and maintaining a variety of reports/documents that includes but not limited to, correspondence, financial reports, payroll reports, inventory control, purchase orders, monthly division production reports and Workforce reports.

Prepares, types, processes, prints, copies, files, scans and/or transmits various reports, records, memos, correspondence and other documents as required.

Answers and screens multiple telephone calls to assist customers, contractors, vendors, employees, and other departments; dispatches caller’s requests by computer, pager or phone to supervisors. Enters caller’s service request into Workforce GIS program. Monitors work orders being printed from the Finance Department throughout the day and forwards them to the appropriate supervisor.

Coordinates the departments records management program; notifies divisions of retention schedules and processes requests for record destruction.

Coordinates the departments fixed assets program; notifies division of budget compliance and processes information for final records.

Schedules maintenance and repairs for upkeep of operations building. Orders office supplies, cleaning supplies, and bathroom supplies for the building as needed.

Interacts and or communicates with a number of individuals such as customers, the general public, coworkers, and other City departments. Reports to the Director of Public Services.

Coordinates assigned activities with those of other divisions, departments and agencies as appropriate.

Attends meetings, conferences, workshops and training sessions as required to enhance job knowledge and skills.

Operates a variety of equipment, including a computer, printer, scanner, typewriter, fax machine, copier, telephone, calculator, tape recorder, etc.

Utilizes various computer software programs to include Outlook email, CSI, LaserFiche, Workforce GIS, Word, Excel, and the internet browser.

Uses clerical and computer supplies.

ADDITIONAL JOB FUNCTIONS

Performs other routine clerical work as required, including but not limited to copying and filing documents, sending and receiving faxes and e-mails, entering and retrieving computer data, scanning documents, processing daily mail, ordering supplies, maintaining logs and lists, etc.

Receives and signs for all UPS and FedEx deliveries dropped off at front office and notifies the appropriate person.

Assists Supervisors/Foremen with documenting hours on payroll time-sheets and other duties when Superintendents are on vacation.

Resets/updates payroll timesheets for all divisions in Public Service once payroll week has ended and new week begins.

Creates forms and documents for employee emergency contact list, ordering uniforms and meter department.

Coordinates conference room reservations for meetings and other functions.

Provides clerical assistance to other divisions and departments as necessary.

Performs related duties as required.

MINIMUM TRAINING AND EXPERIENCE

Requires an Associate’s degree in a job related field supplemented by one to two years of experience, two of which must have been at the supervisory level, or any equivalent combination of education, training and experience that provides the necessary knowledge, skills and abilities. Must possess a valid state driver’s license.

SPECIFIC DUTIES AND RESPONSIBILITIES

ESSENTIAL SAFETY FUNCTIONS

It is the responsibility of each employee to comply with established policies, procedures and safe work practices. Each employee must follow safety training and instructions provided by their supervisor. Each employee must also properly wear and maintain all personal protective equipment required for their job. Finally, each employee must immediately report any unsafe work practices or unsafe conditions as well as any on-the-job injury or illnesses.

MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED

TO PERFORM ESSENTIAL JOB FUNCTIONS

Physical Requirements: Tasks require the ability to exert light physical effort, but which may involve the lifting, carrying, pushing, bending, and/or pulling of objects or materials of light weight (up to 10 pounds). Tasks may require extended periods of time at a keyboard or work station.

Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural or compositional characteristics (whether similar to or divergent from obvious standards) of data, people or things.

Interpersonal Communication: Requires the ability of speaking and/or signaling people to convey or exchange information. Includes receiving assignments and/or directions from supervisors.

Language Ability: Requires the ability to read a variety of policy and procedure manuals, computer manuals, technical documents, etc. Requires the ability to enter data into computer and prepare records, reports, correspondence, etc., with proper format, punctuation, spelling and grammar, using all parts of speech. Must be able to speak with poise, voice control and confidence and to articulate information to others.

Intelligence: Requires the ability to apply principles of rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in oral, written, diagrammatic or schedule form.

Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently with co-workers and the general public.

Numerical Aptitude: Requires the ability to add and subtract totals, to multiply and divide, to determine percentages and decimals, to determine time. Must be able to use practical applications of fractions, percentages, ratio and proportion.

Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape, and visually read various information.

Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using automated office equipment and communications machinery.

Manual Dexterity: Requires the ability to handle a variety of items including computer keyboards, office equipment, control knobs, switches, etc. Must have minimal levels of eye/hand/foot coordination.

Color Discrimination and Visual Acuity: Requires the ability to differentiate between colors and shades of color.

Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under minimal levels of stress when confronted with an emergency or tight deadline.

Physical Communication: Requires the ability to talk and hear: (talking: expressing or exchanging ideas by means of spoken words; hearing: perceiving nature of sounds by ear). Must be able to hear and understand communications through a telephone.

PERFORMANCE INDICATORS

Knowledge of Job: Is knowledgeable in the methods, policies and procedures of the Utilities Administration Department pertaining to specific duties of the Public Services Secretary. Is knowledgeable in the laws, ordinances, standards and regulations pertaining to the specific duties and responsibilities of the position. Has knowledge of the organization of the City and of related departments and agencies. Has the ability to comprehend, interpret and apply regulations, procedures and related information. Has excellent administrative, organizational, secretarial, bookkeeping, customer service and clerical skills. Is able to coordinate specific programs and projects as assigned. Has knowledge of modern office practices and equipment. Has knowledge of and skill in the creation and maintenance of efficient record-keeping systems. Has knowledge of proper English usage, vocabulary, punctuation and spelling; has knowledge of basic mathematics. Is able to use computers for word processing, data processing and records management. Is able to type accurately at a rate sufficient for the successful performance of assigned duties. Knows how to operate and maintain a variety of office equipment as necessary in the performance of daily activities. Is skilled in applying a responsible attention to detail as necessary in preparing reports and correspondence. Is able to read and interpret various materials pertaining to the responsibilities of the job. Is able to maintain confidentiality as required. Is able to take the initiative to complete the duties of the position without the need of direct supervision. Is able to use independent judgment in performing routine and non-routine tasks. Has the ability to plan, organize and prioritize daily assignments and work activities. Is able to offer assistance to fellow employees as necessary. Has the ability to learn and utilize new skills and information to improve job performance and efficiency. Is able to meet the public in a professional manner and provide information and assistance, representing City government in a positive light at all times. Is capable of working under stressful conditions as required. Is able to effectively handle multiple assignments simultaneously. Knows how to react calmly and quickly in emergency situations.

Quality of Work: Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interaction with internal and external entities with whom the position interacts.

Quantity of Work: Performs described Essential Functions and related assignments efficiently and effectively in order to produce quantity of work which consistently meets established standards and expectations.

Dependability: Assumes responsibility for completing assigned work. Completes assigned work within deadlines in accordance with directives, policy, standards and prescribed procedures. Maintains accountability for assigned responsibilities in the technical, human and conceptual areas.

Attendance: Attends and remains at work regularly and adheres to policies and procedures regarding absenteeism and tardiness. Provides adequate notice to higher management with respect to vacation time and leave requests.

Initiative and Enthusiasm: Maintains an enthusiastic, self-reliant and self-starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be accomplished, and initiates proper and acceptable action for the completion of work with a minimum of supervision and instruction.

Judgment: Exercises analytical judgment in areas of responsibility. Identifies issues or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to issues or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice where appropriate and researches issues, situations and alternatives before exercising judgment.

Cooperation: Accepts supervisory instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences are justified, i.e., poor communications, variance with established policies or procedures, etc. Offers suggestions and recommendations to encourage and improve cooperation intra- and inter-departmentally.

Relationships with Others: Shares knowledge with managers, supervisors and co-workers for mutual benefit. Contributes to maintaining high morale among all employees. Develops and maintains cooperative and courteous relationships inter- and intra-departmentally, and with external entities with whom the position interacts. Tactfully and effectively handles requests, suggestions and complaints in order to establish and maintain good will. Emphasizes the importance of maintaining a positive image.

Coordination of Work: Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time of completion of work elements and establishes a personal schedule accordingly. Attends required meetings, planning sessions and discussions on time. Implements work activity in accordance with priorities and estimated schedules.

Safety and Housekeeping: Adheres to all established safety and housekeeping standards. Ensures such standards are not violated.

DISCLAIMER: This job description is not an employment agreement or contract. Management has the exclusive right to alter this job description at any time without notice. EOE