Office Associate Iii - Public Works

Under limited supervision, performs administrative/clerical/office activities to assist department management in administering programs and services offered to the community. Incumbents interact with the general public by providing information and assistance as it relates to the department's activities/services, rules and regulations that requires thorough knowledge of departmental policies, procedures, activities. Incumbents draw upon their knowledge of departmental functions, policies and procedures, etc., as well as precedent and past experience, to solve problems when handling new or unusual situations or when interacting with the public. Problems may require intermediate analysis and interpretation of data. Only the unusual cases, where there is no precedent established, are referred to a supervisor

Primary Responsibilities

Performs higher level administrative support work, where there is some opportunity to reduce expenses and prevent loss through problem solving and high attention to detail. Does not supervise but may be asked to assist the supervisor by providing training or work direction to other support staff.  

Essential Duties and Responsibilities: 

1. Communicates and maintains working relationships with others in carrying out job functions.
   1. Greets visitors to the office and answers telephones;
   2. Frequently interacts with the public, vendors, others in the work unit, and across departments to exchange basic fact information as requested or as necessary; interactions occasionally involve the exchange of detailed and/or technical information where the ability to explain concepts is exercised;
   3. Using knowledge of department operations and procedures, resolves most public informational requests without referring them to a supervisor or other staff;
   4. Receives and responds to complaints of both a routine and confidential nature requiring knowledge of departmental policies, procedures, activities, and rules regarding data privacy; may field escalated calls from less experienced staff;
   5. Refers issues and concerns to the appropriate party for resolution as necessary;
   6. Exercises courtesy in communicating with other members of the work unit to provide information relating to the work assignment and progress of work or to convey information about conditions or work-related needs.
2. Provides general administrative office support to the department head and/or department.
   1. Prepares complex forms, listings, informational and statistical reports, documents, etc. by determining required data, gathering, receiving and compiling data from several sources; comparing information to verify accuracy and formatting data appropriately;
   2. Composes and/or types letters, forms, memoranda, and reports from abbreviated notes, tapes, and records;
   3. Intermittently transcribes and/or takes minutes of meetings;
   4. Prepares agenda items that pertain to the department for City Commission or other Board meetings; compiles packets for Commission/Board members to ensure all necessary information is present and in proper format;
   5. Serves as a resource for department staff in use of office software.
3. Performs general office support activities.
   1. Processes forms, application and other documents by reviewing forms for completeness, verifying information, performing necessary calculations, coding and entering data into a computer system;
   2. Makes copies of materials;
   3. Maintains an office filing system;
   4. Sorts and distributes mail;
   5. Tracks and monitors the administrative office supply inventory and arranges for replenishment of items as necessary.
4. Performs accounting clerical duties relating to department business.
   1. Helps department staff and/or managers with preparation of budget items such as gathering cost estimates, setting up spreadsheet exhibits, etc.
   2. Assists with monitoring the department's budget by compiling budgetary information from various sources, drafting budget documents, entering information into proper accounts and generating reports for supervisor's review;
   3. Assists in tracking grant funds for department purposes and works with finance department staff to account for grant fund uses;
   4. Prepares purchase requisitions received from department staff and submits for supervisor's signature;
   5. Manages the administrative credit card account for purchases made by department staff under appropriate budget codes;
   6. Reviews payroll entries for the staff and verifies data; does general department payroll input or serves as a backup for payroll.
5. Performs all job duties in compliance with safety guidelines and with an ongoing awareness of safety practices.
   1. Knows and follows department and city rules as well as sound work and safety practices in order to accomplish the job objectives and avoid injury or loss;
   2. Wears proper protective equipment when policy requires or conditions indicate a need exists and utilizes proper body mechanics and ergonomics while performing work;
   3. When potentially unsafe conditions are observed makes efforts to avoid or correct them if they are controllable and draws them to the attention of the responsible supervisor or safety representative in a timely manner.
6. Performs other duties and activities as assigned.

Public Works Addendum

Summary

Under supervision of the Public Works Administrative Services Manager performs duties for the Public Works departments. Communications with the public are over the phone and there is a heavy volume of calls; answer calls for all divisions. Works directly with snow removal contractor in the winter and communicates with the public on sidewalk snow removal issues. This position does not monitor the department budget or take minutes at meetings.

Essential Duties

1. Manages a heavy volume of calls and records all calls into the department’s work and asset management system (Cityworks); takes calls from Police department dispatch; relays requests to crew or supervisor via radio or phone system; places routine and emergency calls for utility locates, ensures utilities have marked prior to digging, records locating data in necessary work orders within Cityworks.
2. Performs human resources administration duties and accounting clerical duties for the Public Works departments.
   1. Maintains confidential employee files and records;
   2. Performs employee orientations for newly hired full time and part time employees;
   3. Coordinates interview schedules;
   4. Coordinates and cross-checks supervisor-approved time sheets;
   5. Monitors and tracks employee leaves of absence, ensuring the appropriate type is used;
   6. Enters data into payroll system;
   7. Tracks employee vacation and sick accruals;
   8. Provides information on paychecks and leaves of absence and answers employee questions or directs staff to Administrative Services Manager or appropriate City payroll and HR contacts for more complex questions and issues;
   9. Prepares employee appraisal forms for supervisors;
   10. Prepares purchase requisitions for the Mains & Hydrants division;
   11. Manages the credit card account for purchases made by Mains & Hydrants staff under appropriate budget codes.
3. Assists with maintaining the City’s Work and Asset Management System database (Cityworks). Maintains other various department databases using Access including storm and sanitary sewer miles cleaned; weed control spraying, locations, wind speeds, etc.; prints graphs and reports from databases and distributes as required.
   1. Assists with data entry into tree inventory database and other general duties for the Forestry Unit;
   2. Generates work orders for crew; enters information returned from crews;
   3. Generates service requests and work orders for Streets and Mains & Hydrants crews using Cityworks;
   4. Enters data and maintains files of completed service requests and work orders from Cityworks.
4. Handles complaints from residents concerning sidewalk snow removal problems.
   1. Researches property owners to find a contact;
   2. Uses verbal and/or written communication, to interact with the person complaining or the owner of the property. Frequently required to communicate via e-mail message.
   3. Directs inspectors to property to inspect for issues, takes photographs to record time and date of inspection, leaves notice for non-compliant properties;
   4. Sends form letter to property owner, if necessary;
   5. When owner does not comply, dispatches city crew or contract crew to remove snow and bills owner for snow removal;
   6. Works directly with city crew or contract crew to resolve snow removal issues or questions;
   7. Works closely with the Auditors office to ensure A/R customers are added for billing to occur, modifies A/R customers as necessary;
   8. Assists property owners with questions regarding billings, often must provide further data to support claims of work completed;
   9. Assists the Administrative Services Manager with preparing a list of properties to be assessed for failure to comply.
5. Performs A/R functions and record retention for all Mains and Hydrants related permitting.
   1. On a monthly basis, runs reports through the work order system to find permits needing to be billed;
   2. Enters permit information under the correct vendors in the city’s A/R system;
   3. Works with customers regarding billing question;
   4. Maintains database to ensure correct information is being entered.
6. Provides basic work direction to seasonal worker and sidewalk crew. While performing the same or similar work as employees under the line of authority, serves as a team leader, assigning particular work to their co-workers using informed judgment when making these assignments and ensuring the employees know and follow department and city rules as well as sound work and safety practices.

Central Garage Addendum

Scope of Responsibility

Under supervision of the Inventory Purchasing Supervisor performs duties for the Central Garage division. This position places orders for fuel according to contract specifications, ranging from $15,000 to $20,000 per order. This position does not have budget preparation and monitoring duties and does not supervise staff.

Essential Duties and Responsibilities

1. The Office Assistant-Central Garage handles Central Garage and general Public Works related calls.  Dispatches Public Works personnel by phone or radio as needed. Logs all calls into Public Works work and asset management system (Cityworks).
2. The Office Assistant-Central Garage orders fuel and tracks carbon credits, dates, costs, futures, contracts, etc.  Requests quotes for fuel bids and awards to lowest bidder.  
3. Performs human resources support and payroll duties for the Central Garage unit.
   1. Maintains confidential employee files and records;
   2. Coordinates and cross-checks supervisor-approved time sheets;
   3. Enters data into payroll system;
   4. Provides information on paychecks and leaves of absence and answers employee questions or directs staff to Administrative Services Manager or appropriate City payroll and HR contacts for more complex questions and issues;
   5. Monitors employee hire dates and prepares appraisal forms for supervisors;
   6. Monitors driver’s licenses, CDLs, ASE and other certifications; notifies employees and supervisors of renewal periods to ensure that both operators' qualifications are current.
4. Maintains various databases and generates reports for the Central Garage unit and for Public Works.
   1. Tracks, records and researches claims resulting from all City vehicle crashes and property damage resulting from City equipment;
   2. Obtains police reports, coordinates repair estimates;
   3. Sends information to insurance company;
   4. Makes decisions on which claims to pursue;
   5. Performs accounts receivable functions in associate with accidents and damage claims.
   6. Enters all oil samples from vehicle engines into database;
   7. Monitors DOT vehicle certifications to ensure they are current;
   8. Monitors scheduling of City’s car fleet, responds to requests from City personnel and assigns cars;
   9. Creates service requests and work orders for crews using the Cityworks program;
   10. Updates City-wide On-Call list each week and distributes to proper contacts. Maintains the on-call distribution listing to ensure accurate contact information.
5. Assists with parts procurement and monitoring inventory levels of parts and other garage supplies.
   1. Scans in inventory and runs reports from specialized fleet inventory system;
   2. Physically checks inventory locations;
   3. Orders standard items as needed according to system generated reports;
   4. Enters orders for parts on specialized fleet inventory system according to established procedures;
   5. Assigns requisition numbers to vendors in the absence of blanket purchase orders;
   6. Enters invoices into computer accounting system for payment.
6. Assists with transporting vehicles to outside mechanic services.
7. Makes travel arrangements for department personnel.
8. Places calls for utility locates and ensures proper companies have marked locations prior to Public Works department digging. Updates locating information within necessary Cityworks work orders.
9. Maintains department’s standard operating procedure documents.

Minimum Qualifications, Knowledge, Skills and Abilities

Same as core description. A valid driver’s license is required.

Physical Demands and Working Conditions

Same as Office Associate III with increased exposure to loud noise, dirt, fumes, oil in Central Garage shop. Moves or transports city vans and cars on a weekly basis.

Forestry Addendum

Scope of Responsibility

Under supervision of the Public Works Administrative Services Manager performs duties for the Forestry division. Communications with the public are primarily conducted over the phone and there is a heavy volume of calls. The Office Assistant-Forestry primarily handles Forestry related calls but also handles calls for all other Public Works units. Logs all calls into Public Works work and asset management system. Does not supervise staff.  

Essential Duties and Responsibilities

1. Performs human resources administration and payroll duties for the Forestry unit.
   1. Maintains confidential employee files and records;
   2. Participates in the interview and hiring process for specific positions;
   3. Coordinates and cross-checks supervisor-approved time sheets;
   4. Monitors and tracks employee leaves of absence, ensuring the appropriate type is used;
   5. Enters data into payroll system;
   6. Provides information on paychecks and leaves of absence and answers employee questions or directs staff to Administrative Services Manager or appropriate City payroll and HR contacts for more complex questions and issues.
2. Maintains Forestry division’s inventory database and various other databases and spreadsheets.
   1. Enters service requests and data for any tree worked on including pruning, removal, stump removal, Dutch Elm disease, Emerald Ash Borer, etc.;
   2. Completes work orders for Arborists;
   3. Enters records of all Forestry related calls;
   4. Runs queries for a variety of requests such as tree species, tree size, recent removal, plantings, maintenance needed;
   5. Reviews what others have entered into system;
   6. Trains users on the system;
   7. Participates in and coordinates system upgrades and implementation;
   8. Tracks brush chipping costs using an Access database and researches discrepancies;
   9. Tracks Dutch elm disease and insect details using Excel spreadsheets for records;
      1. Researches property owner contact information and sends certified letters to affected property owners;
      2. Run reports for Arborist rechecks, noncompliance, etc.;
   10. Maintains records of tree planting permits.
3. Places calls for utility locates and ensures proper companies have marked locations prior to Public Works department digging.
4. Attends and participates in various planning meetings and department meetings.   Assists with the coordination of local training workshops, seminars, and conferences by assisting with registrations and mailings.  

Minimum Qualifications, Knowledge, Skills and Abilities

Same as core description, plus requires advanced Microsoft Word skill. Requires a valid driver’s license.

Physical Demands and Working Conditions

Same as core description.

Minimum Qualifications

The job requires an associate’s degree and three or more years of previous administrative support experience involving information dissemination, records organization and retention or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above. A driver’s license may be required.

Knowledge, skills and abilities include:

• Requires the ability to compose business letters and to proof the work of others for grammar and organization;

• Requires math and algebra sufficient to set up spreadsheets with basic formulas;
• Requires basic knowledge of governmental administrative practices including budgeting, purchasing and records administration;
• Requires advanced knowledge of Microsoft Office applications;
• Requires excellent customer service skills;
• Requires strong attention to detail;
• Ability to establish and maintain effective working relationships with others.

Physical Demands

Most work is performed in a normal office environment. Work requires extensive use of a computer, telephone, and other office equipment. Work is generally light with considerable variety. Lifting a box of paper is the heaviest work. There is considerable attention to detail and deadlines. Intermittent travel to other offices is required to attend meetings. The job may involve dealing with and calming individuals who are emotionally charged over an issue.

Activities include stooping, standing, walking, lifting, fingering, grasping, feeling, talking, hearing/listening, seeing/observing, repetitive motions.  

Light Work: Physical demands are normally those associated with light work: Exerting up to 25 pounds of force occasionally and/or 10 pounds of force frequently, and/or negligible amount of force constantly to move objects.

The job may require dealing with individuals who are emotionally charged.

Some requirements in this job description may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. All requirements are subject to modification to reasonably accommodate individuals with disabilities.

Requirements are representative of minimum levels of knowledge, skills, and experience required. To perform this job successfully, the worker must possess the abilities and aptitudes to perform each duty proficiently.

This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship. The City Administrator retains the discretion to add duties or change the duties of this position at any time.