Administrative Assistant -Public Works

Salary Range: $31,340 - $54.330 DOE/DOQ

General Definition/Conditions of Work:

Position is responsible for clerical work and support services in the Public Works Department, which includes Public Works Street Division, Parks and Recreation Operations, and Building Maintenance. Duties include customer service, written and verbal communications, typing correspondence, record keeping, and weekly and monthly reporting relating to department functions. Works under the direct supervision of the Office Manager.

This is light work. Work requires climbing, stopping, kneeling, crouching, reaching, standing, walking, pulling, and lifting. Vocal communication is required for expressing or exchanging ideas by means of the spoken word. Hearing is required to perceive information at normal spoken work levels. Visual acuity is required for preparing and analyzing written or computer data and determining the accuracy and thoroughness of work and observing general surroundings and activities. The worker is subject to inside environmental conditions.

Essential Functions/Responsibilities:

Responds to residential requests, complaints and enters work orders. Answer phones and directs calls appropriately.

Maintains timekeeping/leave records and overtime reports for Public Works Street Division, Fleet, Parks and Recreation Operations, and Building Maintenance employees and balances reports with financial records.

Prepares and maintains requisitions and purchase orders for the Public Works Street Division, Parks and Recreation Operations and Building Maintenance accounts payables.

Enters and maintains records regarding event costs for Public Works Street Division and Parks and Recreation Operations.

Files insurance claims to recover costs for damaged City property.

Compile reports as requested and files and maintains records both electronic and physical for the division.

Performs purchasing functions and tracks the department budget.

Enters and maintains data for records pertaining to eligible costs for reimbursement by the Commonwealth of Virginia.

Performs training of temporary workers.

Assists the Office Manager in preparation of invoices/reports for projects for the Operations Manager and Director of Public Works.

Organizes all daily work output, miscellaneous paperwork, interoffice mail and transports to main facility office on scheduled days.

Nothing contained herein shall be deemed to limit the duties of the position to the examples contained herein.

Knowledge, Skills and Abilities:

Ability to work independently and as part of a team.

Excellent customer service skills required.

Must be proficient in the use of Microsoft Office with an emphasis on Excel and Access skills.

Ability to tolerate exposure to noise, fumes, and odors.

Ability to maintain confidentiality in the workplace.

Education and Experience:

High School Diploma or equivalent Minimum of three (3) years office experience in a related field preferred Accounting skills preferred

Licenses/Certificates or Other Requirements:

Valid Driver's License

City of Bristol Virginia

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Administrative Assistant - Public Works