Public Works Administrative Assistant

Under general supervision and working as part of a team, performs duties and tasks as necessary to provide secretarial and administrative support to assigned Managers, Supervisors, and Divisions of Public Works as needed, or requested.

ESSENTIAL FUNCTIONS:

The following duties are typical for this position. These are not to be construed as exclusive or all-inclusive.To perform this job successfully, an individual must be able to demonstrate competence and satisfactory performance of these duties.Other duties may be required and assigned.

Perform secretarial duties by performing computer word processing to include typing memos, letters, reports and contracts, organizing and filing pertinent information, maintaining department files, taking notes and transcribing, copying information, collecting, collating, and inserting information into binders, and making travel arrangements for meetings, seminars and conferences.

Performs various administrative duties related to the specific functions of the assigned Section or Department by monitoring and reporting on specific projects, preparing reports, and inputting data into billing software and work order systems.

Performs various account receivable tasks related to the functions of Public Works including, but not limited to[:]{.underline}billing account setup, audits, payment processing, and reporting.

Provides general secretarial and administrative support to all Divisions of Public Works, by answering telephones, receiving, and distributing mail, and relaying information to the appropriate Division.

Greet all individuals, including members of the public, and be responsible for contacting staff as needed for visitors or deliveries. Manage the console telephone system for all incoming calls and direct to the appropriate staff.

Assists with setting up meetings by contacting individuals who are expected to be in attendance and then coordinating meeting dates and times, reserving meeting/conference rooms, and assisting with the preparation of presentation documents and other meeting materials.

Assists with the preparation of official information packets for City Council meetings by collecting and organizing documents, making copies, and sorting and labelling information.

Maintain Department records and historical documents by archiving documents according to the Texas State Records Retention Schedule and preserving records within Laserfiche.

Performs back-up secretarial support duties for other Divisions within Public Works when needed by answering telephones, receiving and distributing mail, obtaining signatures, as well as other duties as assigned.

KNOWLEDGE SKILLS AND ABILITIES:

Knowledge of basic mathematics related to billing.

Knowledge of computer software including word processing, spreadsheet, work order, billing, and database applications.

Knowledge of safe work practices and hazards associated in the public right of way and on construction sites.

Ability to apply sound judgment and discretion in performing duties, resolving problems, and interpreting policies and regulations.

Ability to handle sensitive interpersonal situations calmly and tactfully.

Ability to maintain confidentiality and discretion regarding business-related files, reports, and conversations, within the provision of the Freedom of Information Act and other applicable State and Federal statutes and regulations.

Ability to maintain accurate records and prepare clear and concise reports.

Ability to understand, prepare, and implement technical and general instructions.

Ability to communicate clearly and concisely, both orally and in writing.

Ability to maintain timely, consistent attendance and respond to emergencies during evenings, weekends, and holidays.

Nothing in this job description limits management's right to assign or reassign duties and responsibilities to this job at any time. The duties listed above are intended only as illustrations of the various @types of work that may be performed. The omission of 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 REQUIRED QUALIFICATIONS:

Previous office and accounting experience or equivalent educational experience.

Ability to communicate effectively.

Knowledge of software applications including Microsoft Office suite of programs.

City of Denison

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Public Works Administrative Assistant