Administrative Assistant - Street Department

Incumbent serves as Administrative Assistant for the Street Department, responsible for providing administrative support to department personnel. Greets office visitors, monitors gate entrances, and answers telephone, receiving/providing information, taking messages, and/or directing/transferring to appropriate individual or department. Logs complaints and forwards to appropriate personnel. Monitors two-way radio, receives information, and/or provides assistance, including emergency requests from Police and Fire dispatchers. Assists residents regarding refuse/recycle collection as needed.
Performs various administrative duties in assisting department personnel, including maintaining appointment schedules and department calendar with daily meetings and trainings; drafting/typing/ filing/proofreading correspondence and other documents; copying forms/documents; and registering employees for classes and seminars. Sorts and distributes incoming mail daily. Prepares outgoing mail and makes trips to post office as needed. Makes daily deliveries to City Hall. Attends regular department meetings.
Processes encroachment permit applications, including receiving applications, contacting applicants when permits are approved, providing copies of permits, and collecting fees/receipting money.
Enters information into proprietary vendors' ticketing system to locate underground utilities prior to excavation, including concrete replacements, concrete leveling, street planting, stump grinding, and excavation completed by department personnel.
Maintains various databases, including data entry and creating/printing specialized reports using a variety of computer software programs.
Monitors and orders inventory of office supplies and other supplies as requested. Obtains cost comparisons as needed. Calls appropriate vendors for maintenance and repair of office equipment.
Works closely with Communications Department to keep department website and service fliers current; provides information regarding daily schedule of seasonal services and other department information. High school diploma or GED required. Associates Degree in business administration or related area, or equivalent combination of education and experience preferred.
Working knowledge of standard department policies and procedures, and ability to apply such knowledge to a variety of interrelated processes, tasks, and operations.
Working knowledge of the City of Noblesville Civilian Employee Personnel Policy Handbook and the ability to apply these regulations/standards to employment.
Working knowledge of and ability to make practical application of accounting principles, ability to perform relevant arithmetic calculations, and maintain accurate records.
Working knowledge of Standard English grammar, spelling and punctuation, and ability to type with speed and accuracy and properly operate a variety of standard office equipment, including computer, printer, telephone, postage meter, copier, and calculator. Working knowledge and application of department database and software applications. Working knowledge of Microsoft Office Programs, such as Word, Excel, Outlook, Teams, and SharePoint.
Ability to comprehend, document/record, and process conversations, including distributed correspondence, from specific meetings.
Ability to understand and follow oral and written instructions and work alone and with others in a team environment with minimal supervision, often under time pressure.
Ability to work on several tasks at the same time, and complete assignments effectively amidst frequent distractions and interruptions.
Ability to effectively communicate orally and in writing with co-workers, other City departments and the public, including being sensitive to professional ethics, gender, cultural diversities and disabilities.
Ability to occasionally work extended hours.
Possession of a valid Indiana driver's license, a demonstrated safe driving record, and must remain insurable through the City of Noblesville's liability insurance carrier. (Refer to the Civilian Personnel Policy for additional information.)Incumbent maintains frequent contact with co-workers, other City departments and the public for the purpose of exchanging information.
Incumbent reports directly to the Operations Manager.
Incumbent performs duties in a standard office environment involving sitting and walking at will, close/far vision, hearing sounds/communication, handling/grasping/fingering objects and lifting objects weighing less than 25 pounds. Incumbent occasionally works extended hours. Employment Type: Full-time