Administrative Assistant -- Public Works

City of Baldwin City • Baldwin City, KS • 1w ago

This job was posted by https://www.kansasworks.com : For more information, please see: https://www.kansasworks.com/jobs/13348497

Job Description

Department: Public Works

Reports To: Director of Public Works

FLSA Status: Non-exempt (eligible for overtime pay)

Pay Depends on Qualifications

POSITION SUMMARY

Under the supervision of the Director of Public Works, the Administrative Assistant - Public Works is a nonexempt position under FLSA. This position performs a variety of routine customer reception, clerical, administrative and financial work in support of Public Works, Codes Administration, Planning, and Water, Wastewater, and Electric utilities. This employee should possess excellent clerical, organizational, communication, and public relations skills.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Communicates with customers, vendors, developers, and contractors

either by telephone or in person to provide needed information;

Greets visitors and directs them to appropriate department with

courtesy and tact in a positive, professional manner;

Ensures that information regarding customer requests or complaints

is provided accurately and efficiently and forwarded to the appropriate department;

Answers all incoming phone calls promptly; determines nature of

incoming call and directs caller to appropriate department or individual; if employee is unavailable, emails message or forwards call to voicemail;

Receives, opens, date-stamps and distributes incoming mail daily.

Processes outgoing mail and takes to post office as needed;

Assists public works, codes administration, and utility department

staff with projects, correspondence, spreadsheets, record keeping and other tasks as needed;

Processes paperwork and maintains records for building permits and

applications;

Processes vendor invoices, produces department purchase orders, and

forwards to City Hall for processing;

Maintains all building and codes department forms and ensures

changes are made as needed;

Composes, @types, and edits correspondence as needed; accuracy and

professional appearance is a must on all outgoing correspondence, mail, reports, and other documents;

Prepares Planning Commission and Board of Zoning Appeals packets for

distribution;

Responsible for all worker\'s compensation correspondence;

Maintains postage meter reports and ensures postage is available;

Orders and maintains office supplies as needed for department;

Attends meetings of the Planning Commission and Board of Zoning

Appeals, records minutes and forwards approved minutes to the City Clerk;

Follows department policies and procedures;

Opens the Public Works office daily at 7:30 a.m. Monday through

Friday;

Communicates with departments, vendors, and other individuals to

answer questions, disseminate or explain information, and address questions;

Completes research of payments and invoices to determine

appropriateness;

Creates service orders for occupants of utility addresses;

Files contracts, deeds, and easements;

Gathers information for legal property owners with 200 feet and

1,000 feet within the zoning text amendment area, or conditional use or variance request area;

Issues public notification of all official activities or meetings;

Maintains data records and prepares reports for the state,

reimbursement and activities;

Maintains tags, titles and insurance for all City vehicles;

Maintains worker\'s compensation and accident reports;

Manages the drug testing procedures for new hires, random testing,

incidents and accidents;

Performs budgeting duties, such as assisting in budget preparation,

expenditure review, or budget administration;

Prepares billing for utility, including verification ofmeter

readings, service orders, utility adjustments, water leak notifications, average monthly payment plans, and monthly utility reports, and prepares refund deposits;

Publishes legal notices for the Board of Zoning Appeals and Planning

Commission;

Uploads and downloads data from meter reading handhelds, monitoring

of meter reading dates, and input of new meter tickets;

Manages weed notices during the spring and summer season, legal

notices and follow up;

Reviews requests for issuing building permits;

Sorts and files correspondence, and performs miscellaneous clerical

duties such as answering correspondence and writing reports;

Takes inventory of supplies and reports needs and shortages;

Determines customer addresses by inquiring at post offices,

telephone companies, credit agencies or through the questioning of neighbors;

Tracks expenditures related to City projects;

Types, copies, distributes and files correspondence, memos, reports

and records;

Uses software to enter and produce correspondence, reports, tables,

and financial schedules;

Works with other departments to ensure efficient and effective

service delivery;

MARGINAL FUNCTIONS

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