Position Summary:
Performs intermediate skilled administrative support work performing various office assistance tasks, answering telephone and greeting visitors, providing general information, typing documents, preparing and maintaining files and records, processing purchase orders and invoices for payment, and related work as apparent or assigned. Work is performed under the limited supervision of the Public Works Director.
Essential Duties and Responsibilities:
Administrative and Support Duties:
Serves as receptionist to greet visitors and answer telephones, providing information and directing visitors to the appropriate party or department.
Provides customer service by receiving citizen inquiries, complaints, and service requests and resolves within the framework of the established policies and procedures or forwards to the appropriate party for disposition.
Assists the public and department with the completion of standardized records or documents.
Types a variety of documents including correspondence, lists, labels, reports, requisitions, memoranda, personnel record documentation, etc.; checks items for clerical accuracy and completeness.
Operates a variety of standard office equipment, including phones, computer, photocopier, and scanner. Enters a variety of data into computer programs and prepares necessary reports.
Picks up, delivers, sorts, processes and distributes incoming and outgoing mail and deliveries.
Sorts, indexes and maintains files; maintains records on customer requests.
Prepares timesheets and payroll materials for full-time and part-time department staff.
Obtains price quotes, bids, and contracts for the department to purchase parts and materials to ensure adequate inventory.
Schedules refuse service containers to be placed or removed at residential and commercial facilities.
Maintains and reports utility billing updates for department related fees and communicates as needed with the Water and Light Department for utility billing maintenance.
Evaluates safety apparatus and supplies.
Submits work orders and fleet maintenance chargebacks.
Assists with maintaining adequate flood response logistics.
Reports public service requests to appropriate staff and supports dispatching of public works staff, as directed by department management.
Creates and processes purchase orders, work orders, and invoices for record keeping and submits to Accounts Payable for payment.
Manages purchasing activity record keeping including parts inventory for the Public Works shop.
Ancillary Duties:
Participates in a variety of meetings and trainings.
Other duties as assigned or apparent.
The incumbent may encounter not public data in the course of these duties. Any access to not public data should be strictly limited to accessing the data that is necessary to fulfill the employment responsibility. While data are being accessed, incumbent should take reasonable measures to ensure the not public data is not accessed by individuals without a work reason. Once the work reason to access the data is reasonably finished, incumbent must properly store the not public data according to the provisions of the Minnesota Government Data Practices Act (Minnesota Statutes, Chapter 13).
If a new work assignment requires access to not public data, the incumbent is permitted to access not public data for the work assignment purposes only. Any access to not public data must be strictly limited to the data necessary to complete the work assignment and after the assignment is completed, the employees work assignment no longer requires access.
Qualifications :
Education: Associates Degree and minimal work experience in a clerical support role, data entry, transcription, accounting, or equivalent combination of education and experience.
Requirements:
Valid drivers license required.
NIMS certification within one year.
Applicable professional training will be provided and must be completed upon hire and an ongoing basis.
Knowledge, Skills and Abilities:
General knowledge of standard office practices, procedures, equipment and office assistance techniques.
Ability to plan, coordinate, assign and review the activities of assigned personnel.
Ability to @type accurately at a reasonable rate of speed.
General knowledge of business English, spelling and arithmetic.
General knowledge of city and department programs and policies.
Ability to read and understand basic city and state policies and procedures of limited scope and difficulty.
Ability to communicate complex ideas effectively, both orally and in writing.
Ability to analyze service problems and participate effectively in solving them.
Ability to generate applicable records, reports and files.
Ability to operate standard office and computer equipment and perform basic word processing, working with spreadsheets and/or data entry.
Ability to establish and maintain effective working relationships with associates and the general public.
General knowledge of modern police record keeping procedures and practices.
General knowledge of police forms, terminology, records and computer systems.
Ability to analyze service problems and participate effectively in solving them.
Ability to operate standard office equipment and related hardware and software and ability to learn specialized software, systems or equipment related to business need.
Ability to perform a considerable volume of detailed record work.
Ability to follow written and oral directions.
Physical Demands and Working Conditions
This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, speaking or hearing, using hands to finger, handle or feel and repetitive motions, frequently requires reaching with hands and arms and occasionally requires standing, walking, climbing or balancing, stooping, kneeling, crouching, pushing or pulling and lifting; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word and conveying detailed or important instructions to others accurately, loudly or quickly; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data, operating machines and observing general surroundings and activities; work occasionally requires working near moving mechanical parts, exposure to fumes or airborne particles, exposure to toxic or caustic chemicals, exposure to the risk of electrical shock, exposure to vibration and exposure to bloodborne pathogens and may be required to wear specialized personal protective equipment; work is performed indoors in an office setting.
Equipment Utilized
General office equipment and software including wide variety of computer processing, spreadsheets, and databases.
