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Under the direction of the Assistant Director of Public Works, the Administrative Assistant I performs a wide variety of complex administrative functions to support the Engineering Division. We are seeking a motivated individual with a strong customer service orientation and proven organizational and interpersonal skills. The ideal candidate will be detail-oriented, familiar with electronic records management systems, and able to work independently.

ESSENTIAL FUNCTIONS:

• Strong knowledge and experience in the use of Microsoft Office applications including Word, Excel, Publisher, and Power Point
• Maintain a variety of statistical records; input, format, and process statistical data; check and tabulate data; prepare simple statistical reports; compile data for inclusion in reports and other documents and/or for use by other staff members
• Research records for information and compile summaries and tabulations which may be submitted directly to the requesting individual or agency
• Provide information and assistance to a variety of interested parties, screen telephone calls, emails and visitors, referring them to appropriate party or agency
• Issue permits, process permit refunds, and maintain permit files electronically
• Arrange appointments, meetings, conferences and trips for the division or department head and staff as required
• Respond to complaints and requests for information on regulations, procedures, systems and precedents relating to responsibilities assigned
• Perform a variety of other administrative detail in areas such as monitoring of budgetary expenditures and fund levels, process time cards, payroll and accounts payable and receivable documents
• Operate a variety of office equipment including computers, calculators and copiers; establish and maintain records management services for the department
• Perform general clerical work including filing, scheduling appointments, ordering and maintaining office supplies, sorting and distributing department mail, act as receptionist, answer telephone and provide timely customer service to the public
• Provide administrative support to a Commission as assigned; attend meetings of the Commission; record, transcribe, type and distribute minutes
• Type and proofread a wide variety of correspondence, reports and other material for the department or division head or other appropriate staff
• Independently compose correspondence related to responsibilities assigned
• May operate a two-way radio for messages and dispatching personnel
• May direct the work of other administrative or support personnel
• May perform class registrations, facility registrations and rentals; may receive monies and record payments as appropriate, and may prepare summaries of transactions

QUALIFICATIONS:

Education/Experience:  Sufficient education and experience to satisfactorily perform the duties of this classification. A typical qualifying background would be graduation from high school and four years of increasingly responsible administrative and clerical experience. Prior experience with a municipality or county is preferred.

Knowledge of:

• Principles of office management
• Modern office methods, procedures practices, and computer equipment and programs
• Microsoft Office applications
• The functions and organization of municipal government and the particular department
• Basic mathematics
• English usage, spelling, grammar, and punctuation
• Business correspondence and basic report writing
• Comprehensive record retention systems
• Basic principles of supervision and training

Ability to:

• Perform responsible and difficult secretarial work involving the use of independent judgment
• Effectively manage office administrative functions
• Understand and utilize a geographic information system (GIS)
• Use excel spreadsheets
• Assemble PowerPoint presentations
• Manage email files
• Acquire a thorough knowledge of department functions, procedures and policies and a working knowledge of city operations
• Work independently and make decisions on work priorities and procedural matters with only limited direction received
• Maintain accurate and complete records
• Handle, maintain and process cash and related records
• Deal with people and matters with confidentiality and sensitivity
• Work effectively and cooperatively with other staff and the public
• Type at a speed necessary for successful job performance

PHYSICAL, MENTAL AND ENVIRONMENTAL WORKING CONDITIONS:

Work extended or irregular hours at times; sit at a desk and/or stand at a counter for long periods of time; stand and walk for moderate periods of time; crouch/stoop/squat occasionally. Hear phones and normal conversations; communicate with people from various cultural backgrounds; remain calm during difficult situations.