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SalaryFLSA Status: Non-Exempt – Grade 4
Pay Rate: $20.28/hr-$24.33/hr
Job Summary:
Performs a variety of routine and complex clerical, secretarial, and administrative work in keeping official records, providing administrative support to the Public Works Department. Responsibilities include (but are not limited to): assisting the public with enquiries and processing service requests and work orders; providing administrative support to a professional team; reviewing confidential information; analysis and interpretation of policies, procedures, fiscal information, and statistical data for reports to management.
Essential Duties and Responsibilities
- Answers in-coming calls to the Public Works Department and routes callers or provides information as required. Processes work orders and citizen/aldermanic requests for action. Answers a variety of questions and provides follow-through on specific tasks. Follows-up with customers as needed to keep them informed and to assure good service.
- Interacts with line staff, foremen, management, other departments, contractors, and outside agencies to schedule, track and document work.
- Maintains Computerized Maintenance Management System (CMMS) and assists Public Works Department with CMMS administrative tasks related to system setup and maintenance. The department CMMS requires continuing interaction with specialized GIS software to identify service request and work order locations as well as link work orders to infrastructure assets for work tracking.
- Creates and runs specialized reports via various specialized computer spreadsheet, word processing, data management, GIS reporting and other software programs
- Performs a broad range of clerical and administrative work in answering phones, receiving the public, providing customer assistance, cashiering, data processing, and bookkeeping.
- Maintains manual and computerized filing systems, control records and indexes using independent judgment. Files and posts time-sensitive documents and notifications.
- Assists in the procurement of department materials and supplies and operates listed office machines as required.
- Receives, stamps and distributes all incoming mail, process outgoing mail. Composes, types, and edits a variety of correspondence, reports, memoranda, and other material requiring judgement as to content, accuracy, and completeness.
- Inputs data on office and department forms; makes postings to accounts; compiles data for various reports.
- Plans conferences and training sessions. Coordinates travel plans for staff.
- Maintains inventories and orders office supplies and materials.
- Schedules appointments and performs other administrative and clerical duties for line staff, foremen, and management staff.
- Codes Public Works Department invoices.
- Performs various other duties and functions as required or assigned within area of expertise or scope of the position.
Supervision Received:
This position reports to the Public Works Coordinator
Supervision Exercised:
None
Minimum Qualifications:
Education and Experience:
- High school diploma or equivalent, and:
- Some college or additional administrative/secretarial training, and:
- At least two years of progressively more responsible related work experience, experience with computers and customer service experience, or:
- Other equivalent combination of education and experience may be considered.
Knowledge, Skills, and Abilities:
Knowledge of:
- Standard business practices, policies and procedures.
- Modern administrative and clerical procedures and systems such as word processing systems, spreadsheets, database, GIS, CMMS, filing and records management/reporting systems, and other office procedures, equipment, and terminology.
- Structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
- Relevant legal and technical terminology encountered in the course of work.
Ability to:
- Maintain a positive attitude; demonstrate a commitment to City goals and values, and to exhibit a positive overall customer service-oriented manner and a willingness to work together in a team environment.
- Communicate strongly both orally and in writing.
- Type at least 50 words per minute.
- Establish and maintain effective working relationships with co-workers and the general public.
- Perform and accomplish requirements of the job using appropriate general office equipment (i.e., fax machine, copy machine, calculator, multi-function telephone).
- Work independently on complex and confidential assignments without detailed instructions.
- Use basic computer word processing, presentation spreadsheet/database management and GIS applications (i.e. Microsoft Word/PowerPoint/Access/Excel/City works applications).
- Comprehend and make inferences from written materials.
- Understand, interpret, explain and apply relevant policies, procedures and regulations.
- Attend to details, calculate numerical formulas and verify accuracy of amounts and calculations.
Physical Requirements:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Sedentary work. Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Repetitive motion. Substantial movements, (motions), of the wrists, hands, and/or fingers. The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing, viewing a computer terminal; reading.
- Work is performed in an office environment and requires the ability to operate standard office equipment and keyboards. Must have the ability to walk short distances. Must have the ability to lift and carry small parcels, packages and other items.
